2021–2022 PharmCAS School Manual
Pharmacy College Application Service P.O. Box 9109 Watertown, MA 02471 617-612-2050 (main) www.pharmcas.org
American Association of Colleges of Pharmacy 1400 Crystal Drive, Suite 300 Arlington, Virginia 22202 703-739-2330 www.aacp.org 2021-2022 PharmCAS School Manual
Table of Contents DESCRIPTION OF PHARMCAS...... 3 PharmCAS CONTACT INFORMATION ...... 4 PharmCAS CONNECT COMMUNITY ...... 6 TEST APPLICATION ACCOUNTS ...... 6 BENEFITS OF PHARMCAS PARTICIPATION...... 7 RESPONSIBILITIES FOR APPLICANTS ...... 10 APPLICANT CODE OF CONDUCT VIOLATIONS ...... 14 RESPONSIBILITIES FOR INSTITUTIONS ...... 16 RESPONSIBILITIES FOR PHARMCAS AND AACP ...... 23 PHARMCAS PROGRAMS FOR 2022 ENROLLMENT ...... 25 OPTIONS FOR MULTI-CAMPUS PROGRAMS ...... 27 PharmCAS WEBSITE ...... 31 PharmCAS APPLICATION ...... 32 APPLICATION MATERIALS ...... 40 EDUCATION-OCCUPATION (EO) INDICATOR ...... 42 U.S. TRANSCRIPTS ...... 44 INTERNATIONAL TRANSCRIPTS ...... 48 PCAT, TOEFL ...... 49 EVALUATIONS ...... 50 IMPORTANT DATES ...... 55 FEES ...... 57 TRANSCRIPT VERIFICATION PROCEDURES ...... 60 GPA CALCULATIONS ...... 68 FUTURE ENROLLMENT PLANS ...... 70 ACADEMIC UPDATE ...... 70 INVESTIGATIONS ...... 74 WebAdMIT ...... 75 SHARING OF ADMISSION DECISIONS ...... 78 CENTRALIZED CRIMINAL BACKGROUND CHECK PROGRAM ...... 83 CENTRALIZED DRUG SCREENING PROGRAM ...... 86 PLAGIARISM SOFTWARE ...... 87 PRIVACY ...... 87 SECURITY ...... 90 SHARING SUPPLEMENTAL REQUIREMENTS ...... 91
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DESCRIPTION OF PHARMCAS
In an effort to simplify the application process for prospective student pharmacists and encourage more students to consider pharmacy as a career option, the American Association of Colleges of Pharmacy (AACP) launched PharmCAS, the Pharmacy College Application Service, in May 2003 for students interested in applying to schools and colleges of pharmacy for the fall 2004 entering class. This centralized service allows applicants to use a single web-based application and one set of materials to apply to multiple Doctor of Pharmacy (Pharm.D.) degree programs.
This comprehensive service:
• Facilitates applications to Pharm.D. programs; • Provides admissions offices with a comprehensive set of tools, many of which allow school-specific definitions, for processing, reviewing, and analyzing applications; • Promotes the profession of pharmacy to interested applicants through links to relevant websites; and • Houses a rich database of applicant information.
PharmCAS is intended for applicants applying to first-year professional Pharm.D. programs only. High school students and current student pharmacists who wish to transfer to another Pharm.D. program should contact institutions directly for instructions.
PharmCAS benefits AACP member institutions, applicants, AACP, and the profession of pharmacy by facilitating the pharmacy admissions process, student recruitment, and data collection. PharmCAS is a service of AACP and is administered by Liaison International, Inc., an information technology and consulting company near Boston, Massachusetts. Liaison International, Inc. provides application services to multiple health professions degree programs.
AACP also offers the complimentary WebAdMIT software and support services as a benefit of PharmCAS participation. AACP does not charge a fee to AACP member institutions to participate in the Service or use the WebAdMIT admissions software. WebAdMIT is a product of Liaison International.
The purpose of this manual is to assist AACP member institutions in understanding PharmCAS policies and procedures. The manual includes instructions specifically for participating Pharm.D. programs, as well as selected excerpts from the PharmCAS application instructions. This manual is intended for use by AACP member institutions only. Do not share the document with any third-parties.
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PHARMCAS CONTACT INFORMATION
PharmCAS customer support is available by phone Monday through Friday from 9:00 am to 5:00 pm Eastern Time. In addition to the customer support staff, participating programs may access real-time applicant information via WebAdMIT.
FOR APPLICANTS PharmCAS P.O. Box 9109 Watertown, MA 02471 617-612-2050 [email protected] www.pharmcas.org
Facebook: https://www.facebook.com/PharmCAS/ Twitter: https://twitter.com/PharmCAS or @PharmCAS Instagram: https://www.instagram.com/pharmcas/
For Express/Overnight shipments only* PharmCAS c/o Liaison International 311 Arsenal Street Suite 5600 Watertown MA 02472
* Applicants must include "Suite 5600" in the PharmCAS address if shipping express/overnight packages. PharmCAS will not receive the package if the suite number is missing or if the package arrives on a weekend or Federal holiday. Express delivery does not guarantee delivery or expedite the processing of an application file. All other materials sent via regular mail must be shipped to the PharmCAS P.O. Box address.
FOR AACP MEMBER INSTITUTIONS PharmCAS programs are welcome to contact staff with any questions regarding this service. Please do not share the contact information below with students or applicants. Please refer students to the information above.
Nicole Iarossi Libby Ross Client Success Manager Senior Director, Student Affairs Liaison International, Inc. AACP [email protected] [email protected] 617-612-2056 703-739-2330, x1009
Katie Bruce Director of Application Services & Student Programs AACP [email protected] 703-739-2330, x1026
For any WebAdMIT technical questions, contact WebAdMIT customer support staff: The WebAdMIT Support team is here to help you become more comfortable with the features of the system. They can be reached by phone at 857-304-2020, or by email at [email protected].
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2021-2022 PHARMCAS ADVISORY COMMITTEE The PharmCAS Advisory Committee counsels AACP and Liaison International on the development and promotion of PharmCAS. The Committee is charged by the AACP President to assist with the following objectives: • Ensuring the centralized application service is designed to meet the needs of academic pharmacy and prospective student pharmacists; • Ensuring the centralized application service is operationally and fiscally sound; • Promoting PharmCAS to AACP member institutions, prospective applicants, health professions advisors, and other related organizations; and • Evaluating system performance and recommendations for enhancements.
AACP is greatly appreciative to the previous and current Committee members for their outstanding service and dedication in the development of the Pharmacy College Application Service since the group first convened in December 1999. Pharm.D. programs may contact AACP directly to suggest an issue, policy, or enhancement for the Committee to consider.
Representatives for the current PharmCAS Advisory Committee can be found on the AACP website.
ENHANCEMENT REQUESTS The PharmCAS application and WebAdMIT are hosted on standardized software platforms administered by Liaison International. These platforms are designed to serve the needs of multiple higher education institutions and applicants that utilize a centralized application service (CAS) managed by Liaison. PharmCAS users are encouraged to submit enhancement ideas to the Committee via AACP staff. While AACP and the PharmCAS Advisory Committee provide regular and direct feedback to Liaison on system features and performance, neither entity can dictate system changes that affect other CAS users or the underlying platform. AACP and the Committee advocate for features that can be customized to the meet the needs of PharmCAS.
CAS EXECUTIVE GROUP AACP is a member of the CAS Executive Group (CEG), comprised of associations that utilize Liaison for CAS. The CEG meets monthly and discusses potential issues and changes with CAS- wide implications and brings those issues and potential solutions to Liaison.
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PHARMCAS CONNECT COMMUNITY
http://connect.aacp.org
Faculty and staff involved in the pharmacy admissions process are encouraged to subscribe to the PharmCAS Community on AACP Connect, which is accessible to both AACP members and non-members. To request access to this community, contact [email protected].
Staff shares important announcements and solicits user feedback through the PharmCAS Connect community. You can also use the community to network with admission colleagues across institutions. Additionally, PharmCAS and WebAdMIT resources are available in the community library. AACP staff serve as the community administrators and post important announcements about the service, including volume updates, training opportunities, WebAdMIT updates, and additional alerts.
Please contact staff directly via email and outside of AACP Connect to request assistance on issues with WebAdMIT, applicant or application concerns, deadline extensions, enhancement requests, and other school-specific items, so we may promptly respond.
COMMUNITY EMAIL ALERTS
Messages posted on the PharmCAS Community are automatically set to arrive in your email inbox in real-time given the urgent nature of many posts. Please add "[email protected]" and "[email protected]” as safe senders, so these messages are not routed to spam or junk folders.
ETIQUETTE TIPS FOR THE PHARMCAS COMMUNITY:
• Please contact staff directly via email and outside of AACP Connect to request assistance with system or applicant issues or requests including WebAdMIT, enhancements, and deadline extensions. • Do not post any applicant-specific information in AACP Connect, such as applicant name, ID number, or other information that may jeopardize the applicant's privacy. • Do not use AACP Connect to advocate on behalf or against a particular applicant. Instead, contact PharmCAS staff with questions, comments, issues, or concerns. • Do not post any account usernames or passwords in AACP Connect.
If you have any questions about AACP Connect, please contact [email protected].
TEST APPLICATION ACCOUNTS
You can access the application online. If you wish to view the application in its entirety, please create a test account and use 'test' in your username (for example, Test_Katie), so it may easily be identified as a dummy account. If you create a test account, you are encouraged to use your institutional email address and select your own institution. If you select another school for any reason, please deselect them as soon as possible, so that the in-progress applicant counts are not skewed. If you notice that test account user from another college/school of pharmacy has designated your program and object for any reason, please contact the user directly and request that they deselect your program.
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BENEFITS OF PHARMCAS PARTICIPATION
The Pharmacy College Application Service (PharmCAS) is a centralized application service for Pharm.D. programs. This comprehensive service: • Facilitates applications to Pharm.D. programs; • Provides admissions offices with a comprehensive set of tools, many of which allow school-specific definitions, for processing, reviewing, and analyzing applications; • Promotes the profession of pharmacy to interested applicants through links to relevant websites; and • Houses a rich database of applicant information.
Some of the many benefits PharmCAS provides are listed below arranged by constituent group.
BENEFITS TO OUR APPLICANTS • Offers a simple, efficient process to apply to multiple Pharm.D. programs using a single Web-based application. • Facilitates applications to a broader array of pharmacy institutions which may increase the likelihood that qualified applicants will enroll in a Pharm.D. program. • Provides access to individual Pharm.D. program admission requirements in an easy to find and standardized format. • Supplies applicants with a comprehensive online checklist and instructions to help them more easily navigate through the application and admissions process. • Reduces or eliminates the need for duplicate application data, letters of reference, PCAT scores, and transcripts for those applying to more than one pharmacy institution. • Provides a real-time status tool so that applicants may check the status of their PharmCAS application, transcripts, test scores, and evaluations online at any time. • Gives applicants an electronic tool to request letters of evaluation from selected evaluators and check on the status of these electronic letters via the online PharmCAS status tool at any time. • Allows applicants to check the status of supplemental application materials sent directly to a designated Pharm.D. program via an online status tool. • Decreases unintended applicant errors and omissions by incorporating validation rules into the web application. • Allows applicants to access the application from any computer with Internet access and standard browser, regardless of what computer used to begin the application. Applicants can close and reopen their application as often as desired prior to submission. • Gives applicants the ability to view their individual PharmCAS-calculated GPAs and verified course data after their application is verified. By reviewing the GPAs, applicants assist PharmCAS in the verification quality control process. • Provides one point of contact for customer support needs. • Facilitates the application fee payment process by allowing applicants to make online credit card payments over a secure website using a real-time payment system (VeriSign).
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BENEFITS TO PARTICIPATING INSTITUTIONS • Provides a rich database of applicant information. • Offers a set of year-end reports with national and program-specific data via WebAdMIT. • Data from PharmCAS are prepopulated into AACP’s annual Application Pool Survey vs. filling in the survey data manually for non-participating PharmCAS institutions. • Provides potential opportunities for tracking the success of applicants in the professional Pharm.D. program. • Provides WebAdMIT (the web-based admissions software) at no charge, allowing participating colleges and schools to manipulate PharmCAS data for the receipt of applications and to report specific final admissions decisions. This software also tracks institution-specific admission statuses and decisions, interview schedules, and related correspondence, and can be used for personalized and preset reports, letters, emails, and GPA calculations. (AACP assumes the license fee for each Pharm.D. program that uses WebAdMIT each year). • Results in less clerical work by reducing the burden of tracking application materials, filing, and application data entry. • Provides real-time online access to application data by PharmCAS so programs may track the progress of individual applicants and view application details. • Promotes participating programs to a national and more diverse applicant pool. • Facilitates the ability of participating schools to identify and recruit qualified applicants. • Provides file status for each application (e.g., “complete,” “in-progress”) so Pharm.D. programs can contact applicants and send communications as desired. • Allows Pharm.D. programs to know if an applicant to their program has accepted multiple offers of admission. Participation requires admissions offices to report all admission actions (e.g., accept, deny, wait list, etc.) to PharmCAS. • Provides a complete academic record for all applicants. • Generates multiple GPA calculations from coursework that is verified line-by-line against the official transcripts in a semester-based 4.0 grading system, which eliminates the need for programs to engage in time-consuming grade conversion processes. • Offers the ability to sort and display verified course history by term, course type, prerequisites, or institution through WebAdMIT. • Offers programs the ability to mark and sort academic coursework that fulfills institutional prerequisites and calculate prerequisite grade point averages, and/or enable the course prerequisite matching feature in the PharmCAS application. • Provides WebAdMIT ad hoc reports that can be designed to meet the diverse requests for information from university and school administrators, boards of regents or directors, and state legislatures about an individual degree program’s applicant pool. • Delivers flexibility in WebAdMIT to create customizable fields for program-specific data. • Reduces application key entry errors through internal checks and help systems that prompt applicants to correct errors and submit omitted information before the application is submitted to PharmCAS or designated Pharm.D. programs. • Sends real-time transmission of all data fields for submitted applications to all institutions designated by applicant.
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• Prevents applicants from improperly claiming dual or multiple residency status on their PharmCAS application. • Investigates applicants suspected of submitting fraudulent transcripts or purposely inaccurate information and provides official reports to all Pharm.D. programs to which the applicant has applied. • Promotes pharmacy to pre-health profession advisors, who are accustomed to centralized services and appreciate the simplified process for advising applicants who wish to apply to multiple programs. • Facilitates the export of PharmCAS data from client software for integration with local ERP systems (e.g., PeopleSoft, Banner) via manual or API process. Exporting WebAdMIT data to a separate database requires local programmers to create a “bridge” from WebAdMIT or PharmCAS to your local database/ERP system. • Supports pharmacy’s ability to compete for prospective students with other health profession programs that utilize a centralized application service. • Offers online and onsite training on use of PharmCAS program software, known as WebAdMIT. • Provides dedicated support via the website and direct telephone contact to admissions staff and applicants.
BENEFITS TO THE AACP AND THE PHARMACY PROFESSION • Offers the ability to determine the number of pharmacy applicants versus applications to better track admission trends in the profession. • Provides reports on the pharmacy applicant pool via WebAdMIT that can be run at any time during the application cycle, as opposed to the end of the academic year. • Tracks underrepresented minority applicants relative to the size of this pool, breakdown of racial and ethnic populations, and comparative academic data to improve diversity in our Pharm.D. programs. • Facilitates the ability of pharmacy to compare Pharm.D. program applicant trends to other health profession institutions that utilize a centralized process. • Provides a wealth of demographics for each individual applicant that can be analyzed by final admission action, state, gender, age, race, academic criteria, or by many other selected fields to focus national student recruitment efforts. • Promotes the dissemination of information about careers in pharmacy and pharmacy programs to a more accessible audience via the PharmCAS website links to pre-health professional advisors and other professional pharmacy organizations. • Generates national data that can be used to support arguments for increased federal funding in such areas as: ▪ HRSA Titles IV, VIII of Public Health Service Act ▪ Health Career Opportunity Programs - HCOP ▪ Centers of Excellence - COE ▪ Financial Aid loans and grants ▪ Research grants
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• Assists the Pharmacy Workforce Center in areas of policy development, workforce recruitment, and retention of pharmacists. • Offers the potential to incorporate applicant data into a national database to help the pharmacy profession measure student attitudes at graduation, level of educational indebtedness, and the placement of pharmacy graduates.
BENEFITS TO PRE-HEALTH PROFESSION ADVISORS • Provides access to real-time status information on individual applicants from their institutions, pending verification from the applicant releasing this information. • Allows advisors to easily track the success rates of their students into pharmacy and other health profession programs via the Universal Advisor Portal. • Helps advisors to better guide pharmacy applicants through the admissions process by offering a single application for multiple Pharm.D. programs. • Assists advisors in promoting the pharmacy profession to prospective students by hosting links to the Pharmacy Is Right for Me and AACP websites, as well as other relevant sites related to the evolving pharmacy profession.
RESPONSIBILITIES FOR APPLICANTS
Applicants are responsible for properly completing the application, sending supporting documentation and fees to PharmCAS on time, and regularly checking the status of their file by logging onto the PharmCAS web application. PharmCAS applicants agree to abide by certain rules and requirements. All Applicants should read the PharmCAS Applicant Code of Conduct.
PharmCAS Applicants Will: • Be responsible for learning the application procedures and admission prerequisites of each designated pharmacy program; • Arrange for official transcripts from all U.S. accredited institutions attended to arrive at the PharmCAS office by the school’s application deadline; • Use the PharmCAS Transcript Request Form to arrange for all official U.S. transcripts to be sent to PharmCAS. (Electronic transcripts are accepted from selected institutions); • Provide all required information on the PharmCAS application accurately and in a timely manner; • Abide by the PharmCAS program’s application deadline; • Request a course-by-course foreign transcript evaluation from WES for any non- U.S./non-English Canadian coursework completed; • Compose an original personal essay without assistance from others; • Respond immediately to all notices and questions received from PharmCAS and each Pharm.D. program to which they apply. (Applicants are responsible for checking their personal email and PharmCAS accounts for these important notices and questions!); • Download and/or print a copy of the completed PharmCAS application;
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• Agree to submit the correct PharmCAS application fee and any additional program supplemental fees that may be required on time; • Arrange for up to four (4) evaluations (“recommendations” or “letters of reference”) to be sent to PharmCAS; • Provide all required information on the supplemental application, if required by the college/school of pharmacy, accurately and in a timely manner; • Respond promptly to Pharm.D. programs, either to accept or to decline interview invitations and offers of admission; • Provide proper interview cancellation notice to programs according to the Interview No-Show Policy; • Notify programs of any criminal violation or institutional action (i.e. academic sanction, etc.) that occurs after submission of the PharmCAS application; • Check application status online by logging onto the PharmCAS web application; • Contact programs directly regarding questions about admission decisions, institution- specific admissions criteria, and other program-specific information; • Log off the application after each session to protect against unauthorized access; • Promptly notify PharmCAS of any change in contact information before June 30; and • Promptly notify all designated Pharm.D. programs of any change in contact information after June 30.
COOPERATIVE ADMISSIONS GUIDELINES (CAG) FOR APPLICANTS Some pharmacy schools voluntarily participate in the AACP Cooperative Admissions Guidelines (CAG), also known as admissions traffic rules. The guidelines for applicants are below. Applicants who are accepted to a Pharm.D. program and decide not to enroll for any reason are instructed to immediately notify the school of their decision, regardless of the school’s CAG participation status.
As per the guidelines, applicants should respond promptly to a school or college's invitation for interview. If an applicant cannot appear for a previously scheduled interview, applicants should notify them immediately that they need to cancel via the school or college’s preferred method.
Prior to March 1: • In fairness to other applicants and pharmacy programs, if you have decided before March 1 not to attend a pharmacy school or college that has offered you admission, promptly withdraw your application from that (those) program(s) using the school or college’s preferred method. • You may choose to hold multiple acceptances until March 1. • When a school or college extends an offer of admission prior to March 1, a maximum $200 holding deposit may be required. • Schools and colleges may not require a second deposit prior to March 1. After March 1 they will set the dollar value for the second deposit, if applicable.
After March 1: • After March 1, you may hold only a single acceptance. • If you have accepted an admission offer from more than one school, you must choose the school at which you will enroll by March 1.
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• By March 1, promptly withdraw your application from all other schools that offered you an acceptance using the school or college’s preferred method. • Additional admission offers may continue as needed after March 1. • If you receive and choose to accept an offer after March 1, you must rescind your acceptance at the school where you had previously accepted an offer prior to accepting the offer at the new school.
See also CAG for participating colleges and schools.
APPLICANT CODE OF CONDUCT
Preamble Once admitted to a professional pharmacy program, students are considered to be members of the pharmacy profession and therefore bear the responsibility to adhere to the professional, ethical, and legal standards prescribed for the practice of pharmacy and their college or school of pharmacy. The ethical and legal responsibilities of student pharmacists are typically reviewed during orientation to the professional program and throughout the time the student is enrolled in school.
Applicants to pharmacy programs, although not yet members of the pharmacy profession, are likewise bound to legal and ethical standards of behavior during the admission process. Colleges and schools of pharmacy are encouraged to admit applicants with a high level of professionalism or professional potential.
The Applicant Code of Conduct code provides an explicit statement of applicant responsibilities and expected standards of performance and behavior. It is drawn from the ethical principles of the Code of Ethics for Pharmacists as well as the Responsible Conduct of Research values. Misconduct in any of the principles defined in the code will not be tolerated. Any applicant found to have violated the principles of conduct risks losing the privilege of applying to or entering the pharmacy profession.
As an applicant to the profession of pharmacy, I pledge to: • Act with honesty and integrity throughout the admission process when interacting with school admissions officers, admission committees, and PharmCAS staff. • Respect the knowledge, skills and values of those involved in the admission process, including the faculty and staff at schools or colleges of pharmacy and PharmCAS staff. • Respect the autonomy and dignity of fellow applicants, admission staff, college or school faculty, staff, and students, and anyone involved in the admission process. • Be responsible and accountable for my actions and personally manage and respond to all matters related to my application.
Conduct Code Principles The following section describes the principles that are the foundation of the Applicant Code of Conduct. The discussion that accompanies each principle is not intended to provide an exhaustive list of all possible situations or examples that may be considered to be violations of the Code.
As an applicant to the profession of pharmacy, I pledge to: • Act with honesty and integrity throughout the admission process when interacting with school admissions officers, admission committees, and PharmCAS staff.
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Integrity is an obligation that requires each applicant to provide information honestly. Applicants must not falsify information (for example, make a false claim to be an officer in an organization, falsify work experience, plagiarize your personal essay or provide altered transcripts). Applicants must also reveal information about previous legal offenses pertinent to admission to a professional program (for example, previous felony convictions or drug or alcohol offenses). An applicant should accurately represent herself or himself to staff and others during the admission process. It is inappropriate to contact admission staff to inquire about an application claiming to be someone else. • Respect the knowledge, skills and values of those involved in the admission process, including the faculty and staff at schools or colleges of pharmacy and PharmCAS staff. It is unacceptable for an applicant to disparage the competence, knowledge, qualifications, or services of faculty and staff involved in the admission process. It is inappropriate to imply in word, gesture, or deed that an application has been poorly managed, or the applicant mistreated by a staff member without tangible evidence. Professional relations among all members of the admission committees at schools of pharmacy, PharmCAS staff and applicants should be marked with civility. Thus, slanderous comments, uncivil language and abusive behavior should be avoided, and each person should recognize and facilitate civil behavior among all involved in the application process. • Respect the autonomy and dignity of fellow applicants, admission staff, college or school faculty, staff, and students, and anyone involved in the admission process. The applicant should use the highest professional courtesy when interacting with fellow applicants, admission staff, college or school faculty, staff, and students, and anyone involved in the admission process. Offensive or threatening comments via e-mail or voice mail messages or any other form of verbal or nonverbal communication will not be tolerated. Inappropriate behavior includes the use of language, gestures, or remarks with sexual overtones. Applicants should maintain a neat and clean appearance, and dress in attire that is generally accepted as professional by faculty and staff during their interview and when meeting with anyone to discuss admission to a professional pharmacy program. • Be responsible and accountable for my actions and personally manage and respond to all matters related to my application. Applicants to a professional pharmacy degree program must demonstrate responsibility by taking ownership of all aspects related to the application process. Applicants are expected to review application materials from PharmCAS and Pharm.D. programs to which they apply. It is the applicant’s responsibility to meet deadlines, provide information as requested, and follow the admission process for each school or college to which they apply. Applicants, not PharmCAS, are responsible for promptly correcting any errors or omissions identified in the applicant’s file.
Applicants are expected to respond to constructive feedback from admission staff and faculty by appropriate modification of their behavior. If an applicant has a question about the pharmacy admissions process after exhausting all available online and printed resources, the applicant should contact the appropriate PharmCAS or pharmacy school admissions office directly for clarification. Staff will not discuss an application with an applicant’s parent, spouse, relative, friend, or employer regardless of who submits the fee payment. The PharmCAS fee payment does not relieve applicants of the obligation to properly submit all requested data and application materials by the deadline.
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Applicants who have not been accepted may consult admission staff to learn how they may correct deficiencies in their application or academic performance or seek to learn more about admission criteria for schools to which they may apply, but should remain respectful of decisions made by those involved in the admission process.
DISPUTE RESOLUTIONS FOR APPLICANTS
In connection with any litigation between or including the parties hereto arising under, out of or relating to the application, you irrevocably consent to the exclusive jurisdiction and venue in the United States District Court for the Eastern District of Virginia, Alexandria Division; furthermore, you agree to pay all of PharmCAS’ reasonable and applicable attorneys’ fees and costs in the event that you bring any dispute or litigation in connection with, regarding, relating to, arising out of or under the application and PharmCAS prevails or the litigation is dismissed or withdrawn, with or without prejudice.
APPLICANT CODE OF CONDUCT VIOLATIONS
AACP serves as a clearinghouse for reports of possible applicant misconduct and partners with iThenticate to identify potential plagiarism in the PharmCAS personal statement. If an applicant is suspected of not abiding by the Applicant Code of Code, AACP staff will email the applicant’s designated colleges and schools of pharmacy with a report and evidence related to the case. Additionally, PharmCAS staff will enter a related note in the applicant’s record in WebAdMIT visible to the applicant’s designated colleges and schools of pharmacy. AACP will not place PharmCAS applicants on hold for potential violations of the Code of Conduct, nor impose any sanctions at the national level on those applicants who have violated it. Questions about the Applicant Code of Conduct should be directed to [email protected].
SCHOOL REVIEW OF APPLICANT CONDUCT CASES
Colleges and schools of pharmacy are encouraged to uphold the Applicant Code of Conduct, which sets forth the professional and ethical principles for the practice of pharmacy. In the new process, member institutions will review the evidence to determine whether an applicant may have violated the Code and/or other local policy. If so, then the college or school must decide what action, if any, to take and whether to still consider the applicant for admission. AACP cannot comment on whether a college or school has reached an accurate conclusion or recommend a particular course of action for any conduct case. The institution may wish to consult with legal counsel for guidance.
SCHOOL REPORTS OF APPLICANT MISCONDUCT TO AACP
With the exception of plagiarism cases, colleges and schools of pharmacy should report any potential violations of the Applicant Code of Conduct to AACP at [email protected] throughout the admissions cycle. AACP and PharmCAS staff may also identify potential misconduct by applicants and provide related evidence. AACP staff will compile and share the facts for a particular case with the primary contacts at each of the applicant’s designated pharmacy schools. If any new, substantive evidence is received after the initial report is emailed, an updated report will be sent. Each college or school must decide independently what action to take, if any, after receiving a report of a potential violation of the Code of Conduct.
Below is a brief description of how reports of potential violations will be managed by AACP:
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1. Potential Plagiarism Violations:
• iThenticate similarity report equals or exceeds 25 percent: AACP will alert all designated schools via email and enter a note in the applicant’s record. Due to processing times, the iThenticate report may be visible in WebAdMIT before AACP has notified the primary contacts at the school. Applicants will not be notified by AACP, since the iThenticate reports are automatically generated for every applicant.
• iThenticate similarity report is less than 25 percent: AACP will not issue an alert to schools and schools should not report the applicant to AACP. Instead, member institutions should independently decide what action to take, if any, based on the iThenticate report.
2. Potential Non-Plagiarism Violations: Reports from colleges and schools should include any supporting evidence relative to the case. Examples include a description of the potential violation, related documents, emails, voicemails, and any notices sent to or issued by campus security or law enforcement. AACP will collect information about the case and alert all designated schools via email and enter a note in the applicant’s record. Applicants will also be notified that a report was filed. Examples of potential, non- plagiarism violations include, but are not limited to, the following:
• Inaccurate or incomplete materials or data in the application (e.g., falsified documents) • Offensive or threatening behavior (e.g., cyber-harassment)
Unprofessional behavior (e.g., lack of communication, disrespectful behavior, etc.) should generally be handled by the school or college. If campus security or law enforcement are involved, AACP staff should be notified immediately.
3. Interview No-Show: Colleges and schools of pharmacy should continue to report any applicants who violate this policy to [email protected]. See below.
INTERVIEW NO-SHOW POLICY
Applicants, who decide to cancel an interview, must do so two business days prior to the scheduled interview. Cancellation notice must be reported to the school by 12:00PM (local time zone of the school) two business days (48 hours) prior to the interview. Business days are considered Monday through Friday. Due to the professional nature of pharmacy program interviews, the following policy will be enforced when an applicant cancels an interview after two business days (late cancellation), or fails to show up for a previously scheduled interview (no-show):
• Any late cancellation or no-show will have a note in the PharmCAS system, viewable by your selected programs, stating “Unprofessional behavior – Interview No-Show.” • Schools and colleges of pharmacy will independently decide if this information is relevant to their application process and on what action they choose to take with this information shared in the PharmCAS system (i.e. they may or may not take it into account in the evaluation of your application). • Please note that emergency situations are exempt from this policy.
Applicant information about the Interview No-Show Policy is available on the PharmCAS site.
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RESPONSIBILITIES FOR INSTITUTIONS
See also the PharmCAS Full Participation Policy.
PharmCAS Colleges and Schools Will: • Require all students advancing to the professional phase of the Pharm.D. program to apply through PharmCAS; • Only offer interviews and make admission decisions on applicants after their applications are verified by PharmCAS; • Provide all initial admission actions, such as “Offer Made,” “Offer Accepted,” or “Denied,” for every applicant to PharmCAS via WebAdMIT by March 1 of each year; • Provide all preliminary admission actions, such as “Offer Accepted,” “Waitlisted,” “Deferred,” or “Denied,” for every applicant to PharmCAS via WebAdMIT by June 15 of each year; • Keep admissions decisions up to date throughout the admission cycle, so the dynamic “Offers Made” and “Offers Accepted” Reports are accurate; • Provide final decisions (matriculated) by September 30 each year; • Select a final application deadline from a range of PharmCAS date options; • Send requests for changes to the final (enforced) deadline date to AACP and PharmCAS. Final deadlines may be extended, but they may not be moved to an earlier date; • Contact PharmCAS via email for deadline extension requests for individuals; • Publish annually, amend publicly, and adhere to their application, acceptance and admission procedures. • Provide information regarding programs and institutional contacts for the PharmCAS website and database; • Report any suspected processing or technical problems to PharmCAS; • Report any potential non-plagiarism violations of the Applicant Code of Conduct to both AACP and PharmCAS immediately via email to [email protected]; • Determine independently whether it will take any action on the application based on reports of potential misconduct. • Submit suggestions for system enhancements for future application cycles to AACP; • Receive evaluations from PharmCAS and not directly from students (unless the student has reached the maximum of 4 letters); • Publish instructions and policies for supplemental applications, if required, on the PharmCAS School Directory Page and institutional materials; • Collect supplemental applications and fees, if required, directly from applicants (PharmCAS does not collect supplemental applications or fees); • Respond to applicant inquiries regarding program-specific admission requirements; and • Collect original transcripts only from students who plan to MATRICULATE.
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PHARMCAS INSTITUTIONAL PARTICIPATION POLICY
All AACP U.S. member institutions with precandidate, candidate, accredited with probation, and accredited status with ACPE are eligible and invited to participate in PharmCAS for free as “full” participants, if they agree to abide by all of the responsibilities for participating institutions. As such, participating schools must require all applicants to the first year of the professional Pharm.D. degree program to apply through PharmCAS and only offer interviews and make admission decisions on applicants with Verified application status in PharmCAS. There are no partial participation options in PharmCAS.
Policy Rationale Full participation ensures that the PharmCAS reports reflect comprehensive data on all applicants who applied and advanced to the professional phase of the Pharm.D. curriculum at every participating institution. Complete data allows AACP to accurately monitor and forecast the number, quality, and demographics of the full and accepted applicant pools across cycles, regardless of fluctuations in the early assurance population. It also safeguards the accuracy of the mean GPA and PCAT score data for matriculated students, as sent by PharmCAS and uploaded into Assessment & Accreditation Management System (AAMS) for peer-institution comparisons. Finally, a single application allows schools to have one process and standardized dataset for every entering class, which helps to improve the institution’s experience with PharmCAS and facilitates reporting. AACP staff compares the “Matriculated” decision codes in WebAdMIT to the enrollment data by class in the Profile of Pharmacy Students (PPS) following the end of each admissions cycle in the fall to verify that colleges and schools in PharmCAS are complying with the full participation policy.
Emerging Program Eligibility Emerging Pharm.D. programs that are not yet eligible for AACP Associate institutional membership status may join PharmCAS for a one-time fee of $32,000, if the following criteria are met:
1. Parent institution is regionally accredited (or in progress for stand-alone institutions). 2. Program has approval (if applicable) from the state higher education authority. 3. ACPE pre-candidate application has been submitted and the site visit approved.
Participation Policy Enforcement Colleges and schools of pharmacy that are not currently in compliance with the PharmCAS full participation policy must require all students advancing to the professional phase of the Pharm.D. curriculum to apply via PharmCAS by the 2022-2023 admissions cycle. The transition period will allow institutions to honor previous commitments made to early assurance and 0-6/7 students who are already enrolled and committed to the Pharm.D. program.
• Institutions are not permitted to create any new PharmCAS exemptions for applicants or students during the transition period. • Institutions must update all materials to remove any PharmCAS exemptions for applicants or students who will advance to the professional phase of the Pharm.D. curriculum in 2023 or beyond.
Institutions that do not comply with the full participation policy, as described, will not be permitted to participate in PharmCAS for one cycle and until they agree to require all students to complete a PharmCAS application prior to advancing to the first professional year of the Pharm.D. curriculum.
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0-6/7 and Early Assurance Students in PharmCAS Colleges and schools of pharmacy can minimize the application burden on 0-6/7 early assurance students who apply via PharmCAS. Below are suggested bullets to share with affected students.
• The PharmCAS application process is considered a formality in the progression process and will not jeopardize the student’s preferred or guaranteed enrollment status. • Selected students may skip all optional fields and sections on the PharmCAS application. • Selected students may enter “Not Applicable” or similar into the required Personal Essay box in PharmCAS. • Selected students are not required to send optional materials to PharmCAS, such as evaluations (references) or test scores. • Selected students will be required to arrange for all official U.S. transcripts to be sent to PharmCAS, even if they have only attended your institution
Other Options for 0-6/7 and Early Assurance Students in PharmCAS:
• Schools may choose to allow 0-6/7 or early assurance students to skip or respond to a different set of school-specific (custom) questions in the Program Materials section of the application using a separate program designation or conditionally required custom questions. • Schools have the ability to choose a PharmCAS deadline for early assurance students that differs from the deadline for regular applicants. • Schools may choose to offset or reimburse early assurance students for the PharmCAS application fee using coupon codes or a locally managed reimbursement process. • Otherwise, the PharmCAS application fee could be designated as a required fee for students progressing into the professional phase of the PharmD curriculum.
Post-B.S. Programs for Current Pharmacists Current pharmacists who previously earned a bachelor's degree in pharmacy in the U.S. (before 2005) or abroad may choose to pursue a traditional or nontraditional post-B.S. (aka advanced standing) Pharm.D. degree offered by a college or school of pharmacy in the United States. AACP collects information on post-B.S. Pharm.D. programs to assist pharmacists who are seeking additional training and support members schools that offer these pathways. The list of programs is available on the PharmCAS website. Post-B.S. programs do NOT refer to a school's entry-level Pharm.D. program for students without a pharmacy degree.
If your program offers a post-B.S. Pharm.D. program for current pharmacists, the school must answer “yes” to the following question on the School Directory page and related questions: • Does the institution offer a post-B.S. Pharm.D. program for current pharmacists in the U.S. or abroad?
If CURRENT pharmacists educated in the U.S. and/or abroad apply to the post-B.S. Pharm.D. program through PharmCAS, the program would need to work with PharmCAS staff to create a separate “organization” designation on the PharmCAS application, so that AACP can clearly distinguish post-B.S. volume from entry-level volume in all AACP, AAMS, and PharmCAS reports. Additionally, schools have the option of creating a separate School Directory page for the post- B.S. program.
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Definitions See also the Program Structure definitions on the Pharm4Me website. • Regular Applicants: College student and college graduates who apply directly to the first year of a professional Pharm.D. degree program (4 academic years or 3 calendar years). Regular applicants include those with preferred admissions status, such as students enrolled within the same university and transfer students from particular feeder institutions. • 0-6/7 Programs: Program structure includes 2-3 years of pre-pharmacy study followed by 4-years of professional study leading to a PharmD degree after a total of 6-7 years. Students are admitted directly from high school and may advance to the professional phase of the program via an expedited process, if they successfully complete all of the program’s pre-pharmacy and interview requirements. The majority of seats in the PharmD program are filled with students admitted via the 0-6/7 program. If not all PharmD seats are filled, regular applicants may also apply. • Special Applicants: Students are admitted directly from high school and may advance to the professional phase of the program via an expedited process, if they successfully complete all of the program’s pre-pharmacy and interview requirements. Special applicants from your institution are required to apply through PharmCAS prior to entering the professional phase of the Pharm.D. program. • Early Assurance: Early assurance pathways are often offered in conjunction with other types of PharmD program structures (2-3, 3-4, or 4). Colleges and schools of pharmacy will generally invite selected students to participate or enroll in this pathway during their first 1-2 years of college. Early assurance students may advance to the professional phase of the PharmD program via an expedited process, if they successfully complete all of the program’s pre-pharmacy and interview requirements. Pharmacy schools do not typically fill all or the majority of seats in the PharmD program with early assurance students and will also encourage regular applicants to apply. Early assurance applicants at your institution are required to apply through PharmCAS prior to entering the professional phase of the Pharm.D. program. • "In-School Transfer" students: Institutions must require students wishing to transfer into the first year of the professional Pharm.D. degree program and who may be holding an early assurance of admission, to apply as "regular applicants” through PharmCAS. In-school transfer students at your institution are required to apply through PharmCAS prior to entering the professional phase of the Pharm.D. program. • “Feeder School Transfer” students: Institutions must require students wishing to transfer into the first year of the professional Pharm.D. degree program from a feeder college or university, and who may be holding an early assurance of admission, to apply as “regular applicants” through PharmCAS. There are no special provisions or exceptions in PharmCAS for “feeder school transfer” students.
PharmCAS Policy for Accreditation Withdrawn If ACPE withdraws accreditation, then the pharmacy school is no longer eligible to participate in PharmCAS and the following steps will be taken. An ACPE accreditation decision is considered public once it is posted on the ACPE website in the Report of Proceedings.
• Contact School: AACP staff will contact the school to review next steps and determine whether the institution plans to appeal the ACPE decision. If yes, AACP will not act on the steps below until ACPE reviews the appeal. The school’s previous ACPE status (e.g., probation) remains in effect until the appeal process has concluded.
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• PharmCAS Application: The program’s designation will be disabled in the PharmCAS application, so that no new applicants can select or apply to the program. If the program’s ACPE status should change, staff will reactivate the program’s designation in PharmCAS. • PharmCAS School Directory: AACP staff will update the PharmCAS School Directory to reflect the program’s new accreditation status in the following ways: o Add a School Page Notification: “The American Council of Pharmacy Education (ACPE) issued the following accreditation status for [institution/school] in the [month/year] Report of Proceedings: ‘[ACPE withdrawn status statement]’. As a result, applicants can no longer apply to the program via PharmCAS. Please contact the institution directly, if questions.” o Update the ACPE Accreditation Status to “Accreditation Withdrawn.” o Disable the Directory page approximately 30-days after the school is notified, unless otherwise requested. o Keep the Directory page in the backend system in case it needs to be referenced or reactivated in the future. • Compare PharmD Programs: The program will automatically be removed from all dynamic comparison reports on the PharmCAS website, once the program’s pages are disabled on the PharmCAS School Directory. • WebAdMIT: The school will continue to have access to current and past PharmCAS data in WebAdMIT, so it may communicate with applicants and access past data in the coming months, as needed. WebAdMIT access will be disabled 6 months after the ACPE decision, unless otherwise requested. • School Communication (recommended): AACP staff recommends that the program directly contact applicants who have designated the program to date or were deferred from the previous cycle to alert them to the status change. • Customer Service: The PharmCAS account managers will alert the customer service team to the news. Any refund requests from the program’s applicants will be directed to the school, since PharmCAS does not issue refunds for any reason. However, the school is not obligated to issue any refunds to applicants. • PharmCAS Application Instructions PDF: The program will be removed as a participating school from the PharmCAS application instructions (PDF). • PharmCAS School Manual: The program will be removed as a participating school from the PharmCAS School Manual and a revised manual will be posted in AACP Connect and on the AACP website.
Impact on PharmCAS Applicants • If the PharmCAS cycle is still open: o All applicants who previously designated the program will be notified about the ACPE decision and may choose to apply to other programs with pending deadlines, as desired. o If the school’s deadline has passed, it can choose to offer a deadline extension to one or more affected applicants, as desired. o PharmCAS will not issue refunds to applicants with verified applications, nor allow them to substitute a school selection.
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• If the PharmCAS cycle has closed and the applicant previously designated other programs: o Applicants who previously applied to other PharmCAS schools when the cycle was open can still be reviewed and accepted by these designated schools after the cycle has closed, even if the school previously denied them. o Previously designated schools are not required to re-consider the affected applicants. o If the affected applicants are applying for the following entering class, rather than the upcoming entering class, then they must re-apply via PharmCAS in the new cycle (see the Deferred Decision Code Policy). o No additional steps are required to comply with the PharmCAS full participation policy.
• If the PharmCAS cycle has closed and the applicant wishes to apply to new programs: • To comply with the participation policy, all affected applicants must apply via PharmCAS. • Each school must decide whether they wish to consider affected applicants for the upcoming entering class after the PharmCAS cycle has closed. • Schools that wish to consider affected applicants who did not designate them during the live cycle must choose one of two options: o Option #1: ▪ Provide PharmCAS with a list of applicant names and purchase a coupon code in the amount of $55 per applicant. ▪ Liaison will then manually enter selected data for each affected applicant within 10-business days, so that it appears in the school’s WebAdMIT records under the correct admissions cycle. ▪ The applicant’s record will be associated with the correct admissions cycle and entering class. ▪ The application would not have any of the program-specific requirements (what was entered via the configuration portal). It would be up to the school to collect those materials outside of PharmCAS. o Option #2: ▪ Instruct the applicant to apply in the new PharmCAS cycle when it opens. ▪ The applicant will be responsible for the base application fee (currently $175), unless the school chooses to purchase a coupon code to cover the fee. ▪ The applicant’s record will be associated with the wrong admissions cycle and entering class. • If the affected applicants are applying for the following entering class, rather than the upcoming entering class, they must re-apply via PharmCAS in the new cycle (see the Deferred Decision Code Policy).
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COOPERATIVE ADMISSION GUIDELINES (CAG) FOR PHARM.D PROGRAMS
In November 2016, the AACP Board of Directors endorsed the Cooperative Admissions Guidelines (CAG), a set of admission traffic rules for Pharm.D. programs and applicants effective beginning in the 2016-2017 admissions cycle. The complete CAG is available online. While all member colleges and schools (PharmCAS and non-PharmCAS) are encouraged to abide by the CAG, AACP does not enforce them.
On or Before March 1: • Applicants may choose to accept multiple admission offers. • Schools and colleges may require a maximum $200 holding deposit when an applicant accepts an admission offer. This deposit may be non-refundable in accordance with state and university guidelines.
After March 1: • Applicants may hold only one acceptance. Schools and colleges may choose to rescind their offers to applicants holding multiple acceptances. • Schools and colleges may require a second deposit, and will set the dollar value, if applicable. Applicants may consider additional admission offers after March 1 but may still only hold one acceptance.
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RESPONSIBILITIES FOR PHARMCAS AND AACP
PHARMCAS RESPONSIBILITIES
PharmCAS is supported by proven technologies and dedicated staff at Liaison International. To assist the pharmacy school admissions process, PharmCAS staff members: • Collect, track, verify, and disseminate application data received from applicants to their selected Pharm.D. programs; • Respond promptly to PharmCAS-specific questions and concerns from Pharm.D. programs, applicants, or AACP; • Direct applicant inquiries regarding program-specific questions about admission requirements and Pharm.D. programs directly to the appropriate institutions; • Develop, implement, and maintain a Web-based PharmCAS application and related database and software; • Provide online status information to applicants regarding receipt of data and documents; • Verify the individual applicant's academic course history line-by-line against an official transcript for each institution attended, and make a limited number of corrections (or return/“undeliver” the application to the applicant for corrections if numerous applicant errors); • Collect and release electronic evaluations (letters of reference) to the applicant’s designated Pharm.D. programs; • Calculate and report standardized grade point averages (GPAs) for all completed applications; • Make available comprehensive electronic data to Pharm.D. programs on a real-time basis; • Receive admission decisions from Pharm.D. programs and report them to all like-degree programs to which the applicants have applied once all final decisions are received; • Assist in the creation and dissemination of technical and procedural documentation on PharmCAS operations and procedures; • Provide technical and procedural documentation to AACP and participating programs on WebAdMIT database structure; • Provide applicant data reports to PharmCAS institutions and AACP; • Maintain confidentiality, high quality control, and a sound Internet security system to ensure data integrity; • Produce activity and accounting reports for AACP; • Archive application data and materials at the end of the application cycle; and • Meet with AACP and the PharmCAS Advisory Committee to develop, update, and enhance the PharmCAS product.
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AACP RESPONSIBILITIES
AACP offers its full support to the design, development, and promotion of PharmCAS. In so doing, AACP staff members: • Provide oversight, development, and promotion of a centralized application service for Pharm.D. program applicants; • Work in conjunction with the PharmCAS Advisory Committee and PharmCAS vendor to develop overall policies and procedures in support of a centralized application process; • Evaluate the PharmCAS system performance and adherence to contract requirements; • Prepare participation and agreement letters and related materials and promote the participation of Pharm.D. programs in PharmCAS; • Deliver PharmCAS presentations at official association meetings, as needed; • Establish, periodically convene, and provide operational support for the PharmCAS Advisory Committee, which provides advice and suggestions for improving the operations and services of PharmCAS; • Serve as a clearinghouse for reports of possible applicant misconduct and will continue to partner with iThenticate to identify potential plagiarism in the PharmCAS personal statement. • Serve as the liaison between AACP membership and the PharmCAS vendor (Liaison); • Work with Liaison to conduct and facilitate WebAdMIT training sessions and workshops for member institutions; • Maintain and provide a current and complete list of institutional contact information for PharmCAS; • Collect and publish program-specific instructions for the PharmCAS application, such as secondary application instructions and admissions deadline dates, from participating Pharm.D. programs; • Review PharmCAS reports for accuracy; • Promote PharmCAS and pharmacy career information to undergraduate institutions, applicants, and related organizations on the AACP and Pharm4Me websites, with promotional materials, and in relevant publications; • As appropriate, respond to applicant or program policy questions; and • Provide institutional research reports to member programs.
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PHARMCAS PROGRAMS FOR 2022 ENROLLMENT
Each participating ACPE-accredited institution is represented once, regardless of whether it has multiple campuses or pathways.
• Albany College of Pharmacy and Health • North Dakota State University Sciences • Northeast Ohio Medical University • American University of Health Sciences (NEOMED) • Appalachian College of Pharmacy • Northeastern University • Auburn University • Notre Dame of Maryland University • Belmont University • Nova Southeastern University • Binghamton University - SUNY • Ohio Northern University • Butler University • Ohio State University, The • California Health Sciences University • Oregon State University • California Northstate University • Pacific University Oregon • Campbell University • Palm Beach Atlantic University • Cedarville University • Philadelphia College of Osteopathic • Chapman University Medicine • Chicago State University • Presbyterian College • Concordia University Wisconsin • Purdue University • Creighton University • Regis University • Drake University • Roosevelt University • D'Youville College • Rosalind Franklin University of Medicine • East Tennessee State University and Science • Fairleigh Dickinson University • Roseman University of Health Sciences • Ferris State University • Samford University • Florida A&M University • Shenandoah University • Harding University • South College (TN) • High Point University • South University • Howard University • Southern Illinois University Edwardsville • Husson University • St. John Fisher College • Idaho State University • Sullivan University • Keck Graduate Institute • Temple University of the Commonwealth • Lake Erie College of Osteopathic System of Higher Education Medicine • Texas A&M University • Larkin University • Texas Southern University • Lipscomb University • Texas Tech University Health Sciences • Loma Linda University Center • Long Island University • Thomas Jefferson University • Manchester University • Touro College of Pharmacy - New York • Marshall B. Ketchum University • Touro University California • Marshall University • Union University • Massachusetts College of Pharmacy and • University at Buffalo-SUNY Health Sciences - Boston • University of Arizona, The • Massachusetts College of Pharmacy and • University of Arkansas for Medical Health Sciences - Manchester and Sciences Worcester • University of California, Irvine • Medical College of Wisconsin • University of California, San Diego • Medical University of South Carolina • University of California, San Francisco • Mercer University • University of Charleston • Midwestern University - Downers Grove • University of Cincinnati and Glendale • University of Colorado
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• University of Connecticut • University of Pittsburgh • University of Findlay, The • University of Puerto Rico • University of Florida • University of Saint Joseph • University of Georgia • University of South Carolina • University of Hawaii at Hilo • University of South Florida • University of Health Sciences and • University of Southern California Pharmacy in St. Louis • University of Tennessee, The • University of Houston • University of Texas at Austin, The • University of Illinois Chicago • University of Texas at El Paso, The • University of Iowa, The • University of Texas at Tyler, The • University of Kansas, The • University of the Incarnate Word • University of Kentucky • University of the Pacific • University of Louisiana at Monroe, The • University of the Sciences in Philadelphia • University of Maryland • University of Toledo, The • University of Maryland Eastern Shore • University of Utah • University of Michigan • University of Washington • University of Minnesota • University of Wisconsin-Madison • University of Mississippi, The • University of Wyoming • University of Missouri-Kansas City • Virginia Commonwealth University • University of Montana • Washington State University • University of Nebraska Medical Center • Wayne State University • University of New England • West Coast University • University of New Mexico, The • West Virginia University • University of North Carolina at Chapel • Western New England University Hill, The • Western University of the Health Sciences • University of North Texas Health Science • William Carey University Center • Wingate University • University of Oklahoma, The • Xavier University of Louisiana
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OPTIONS FOR MULTI-CAMPUS PROGRAMS
There are three ways to set up a program with multiple campuses or pathways within the 3.X application platform for PharmCAS.
1. Single Program Designation 2. Two Separate Program Designations 3. Two Separate Organizations within WebAdMIT
Below will show you how campus designations are displayed on the application and the implications for the data in WebAdMIT.
OPTION 1: SINGLE PROGRAM DESIGNATION With a single program designation there is one program to select on the Add Program Page. The applicants will pay only one fee.
View from Applicant Portal of Add Program Page for Single Program for Watertown University
To see which campus applicants prefer to attend, you can create a custom program question to ask applicants to indicate their preference. This will allow applicants to list a single response.
View in Configuration Portal to Create the Campus Custom Question
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View from Applicant Portal Program Materials Custom Question
You cannot use the WebAdMIT Applicant Search feature by campus as they are all grouped into a single program designation, but you can use a query in the List Manager to separate the applicant pool by how they answered the preferred campus question.
OPTION 2: TWO SEPARATE PROGRAM DESIGNATIONS (recommended) The second option is to have two separate program designations under your organization. This option will keep all applicants in a single instance of WebAdMIT, but in two distinct applicant pools by program.
If an applicant wants to apply to both programs, they will have to pay a fee for each program designation.
View of Add Program Page for Two Separate Programs in the PharmCAS Application
You can then use the Search Applicants feature or the List Manager to review the applicants to the Cambridge PharmD program separate from those who applied to the Watertown PharmD program. You can get totals of Received, Complete and Verified applicants by campus using the Search Applicants.
Benefits of Option #2: • Highlights the institution’s different pathway options for applicants at the time they are choosing programs within the application. • Allows the institution to run reports with the combined data for all pathways or only the data for a single pathway, as desired. • The additional fee per program discourages applicants from frivolously applying to multiple pathways.
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OPTION 3: TWO SEPARATE ORGANIZATIONS (not recommended) The third option is to have two separate organizations with one program for each campus. The applicant would pay a fee for each program to which they applied. Since applicant data for separate organizations cannot be combined within WebAdMIT for AAMS (accreditation) reporting purposes, colleges and schools of pharmacy are discouraged from selecting this option.
This will result in two instances of WebAdMIT, and all reporting of the applicant pools will be separate.
Staff working with both campuses would need to switch between the two in order to view all applicants or create lists/reports/exports/etc.
View in the Configuration Portal of Two Separate Organizations
View to Change WebAdMIT Instance between Organizations
View of Add Program Page for Two Separate Organizations in the Application
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SUMMARY OF OPTIONS FOR MULTI-CAMPUS PROGRAMS
Campus/Pathway Designation Options Single Program Two Separate Two Separate for Programs in PharmCAS Designation Program Organizations Designations Option is best suited for programs with… Same admissions Same admissions team Different admissions team and for all campuses/ team for each requirements for pathways in campus/ pathway, or all campuses/ PharmCAS, but separate ACPE pathways in requirements or accreditation status PharmCAS selection criteria differ for each
Campus options are displayed on the No Yes Yes application's Designation (selection) screen. Applicant's campus selection is captured as Yes No No part of a school-specific (custom) question on the application. Campuses can have different deadlines, No Yes Yes custom questions, and prerequisites, if desired. One campus designation can be turned on No Yes Yes or off at a different time than the other campus designation(s). Applicant pays additional fee to PharmCAS to No Yes Yes apply to more than one campus. School can systematically prevent applicants N/A No No from applying to 2 or more campus (program) designations. School Directory Page: Campuses share a single Up to program Up to program No School Directory page on the PharmCAS website. Program Materials Page: Campuses share a Yes No No single Program Materials page that is imbedded in the PharmCAS application. WebAdMIT: Applicant data for all campuses is Yes Yes No grouped together in WebAdMIT for viewing, queries, reporting, and exporting. WebAdMIT: Programs can choose to combine or Yes Yes No separate applicant pool data for different campuses in WebAdMIT reports, queries, and exports. WebAdMIT: Programs must toggle between No No Yes campuses to view data, as if they were in different cycles. Data for multiple campuses can only be combined manually and outside of WebAdMIT. WebAdMIT: Users for one campus automatically Yes Yes No have access to the data for all other campuses for the program.
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PHARMCAS WEBSITE www.pharmcas.org
AACP provides a dedicated website for the PharmCAS Web-based application and instructions. The PharmCAS website includes the following items for applicants.
• PharmCAS application • PharmCAS instructions • Searchable School Directory • Contact information • Help Center • Checklist • Applicant Code of Conduct • Important dates • Dynamic Reports
SCHOOL DIRECTORY The PharmCAS website features a school-specific page for every AACP member institution (PharmCAS and non-PharmCAS). The School Directory provides applicants with program- specific admissions requirements in a standardized format that makes it easier for them to compare requirements and navigate the admissions process.
AACP member institutions have an opportunity to update their pages in the School Directory each spring prior to the application launch in July and at any time during the admissions cycle. Programs are encouraged to make limited changes to their page in the school directory after they are posted on the PharmCAS website in order to minimize confusion among the applicants. These pages are used to populate School Directory filters and dynamic reports on the PharmCAS site. Programs must submit changes in accreditation status and deadline changes directly to AACP.
PROGRAM MATERIALS PAGES Program Materials Pages also feature school-specific admission requirements and are imbedded in the application. The Program Materials Pages differ from the School Directory pages on the PharmCAS website. Learn more here.
APPLICATION INSTRUCTIONS Instructions are available on the PharmCAS website and are imbedded in the Web application. A PDF version of the instructions is available on the PharmCAS website and is updated annually.
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PHARMCAS APPLICATION
WEB-BASED APPLICATION Applicants who apply through PharmCAS submit a completed Web-based application comprised of biographical data, postsecondary institutions attended, academic course history, work experience, extracurricular activities, and a personal essay. A web application is available on the PharmCAS website in mid-July each year. The PharmCAS Web application electronically verifies that the minimum required application fields are properly completed, which reduces applicant errors and omissions. Applicants log in through a secure server to edit their personal application data as often as they wish until they submit their final application to PharmCAS. They can access their application from any computer with Internet access and appropriate browser.
Application Quadrants The PharmCAS application is divided into four sections (quadrants):
• Personal Information • Academic History • Supporting Information • Program Materials
The first three sections of the PharmCAS application contain the standardized data elements and questions for all Pharm.D. programs in PharmCAS. The fourth section, Program Materials, can be configured to highlight information about your program’s admission requirements and collect additional information from applicants.
Configuration Portal for Program Materials Quadrant The Program Materials section is set up by participating programs through the Configuration Portal every spring. The following tabs can be enabled on the Program Materials page:
• Home Page: Upload a branding image and enter home page text, such as “Please visit the PharmCAS School Directory for detailed information about the program’s admission requirements.” • Custom Questions: Schools can enter program-specific questions that are not captured on the PharmCAS application. Schools are encouraged to limit custom questions to no more than 10 to minimize the burden on applicants. • Course Prerequisites: If enabled by the school, applicants match their classes to the program-specific, course prerequisites via the application. PharmCAS does not verify that applicants properly matched their courses to the program’s prerequisites. The list of prerequisite courses and (unverified) GPA are then available to programs via WebAdMIT. Schools may wish to disable this feature or limit the number of courses to ten (10), so that the burden on applicants is minimized. • Document Uploads: Schools can accept or require document uploads from applicants. Any school-specific forms (e.g., supplemental application), must be hosted on the institutional website, so applicants may download it. Schools are encouraged to eliminate or reduce any extraneous document upload requirements or consider making them optional, if feasible. • Kira Talent Assessments: If schools are using a Kira assessment, they can use the Configuration Portal to link the assessment with the PharmCAS application so that when an applicant completes the assessment, it is accessible in WebAdMIT.
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PharmCAS Technical Requirements - Information for Applicants Compatible Browsers A web browser is the program your computer uses to connect to the Internet and access the application.
Chrome and Firefox (Preferred) For the optimum experience, we recommend using the most current version of Mozilla Firefox or Google Chrome, which work on both Macs and PCs. You can download these browsers for free here: • Google Chrome • Mozilla Firefox
Other Browsers Additional browsers may also be compatible with the PharmCAS application. If you encounter any problems, switch to a current version of Chrome or Firefox. • Safari • Edge As of June 26, 2020, all versions of Internet Explorer, including Internet Explorer 11, are incompatible with the application. Switch to a supported browser to access the application.
Troubleshooting If you are having difficulty loading application pages: • Ensure you are using the most current version of a compatible browser. • Confirm that Cookies, JavaScript, and Pop-ups are enabled within your browser. • Be aware if you are using public Wi-Fi (e.g., libraries, coffee shops), connection speeds may slow down the application. To determine your browser's version, and to confirm that Cookies, JavaScript, and Pop-up windows are enabled, visit http://whatismybrowser.com.
Mobile Device Accessibility You can view and edit your application using a compatible browser on a smartphone or tablet. However, for an optimal experience – and when completing sections with many fields (e.g., transcript entry) – we recommend you use a computer.
Email Notifications Emails can sometimes get flagged as junk or spam, which prevents them from appearing in your inbox. To ensure you receive email notifications, including notifications from the programs you are applying to, you may need to designate us as a trusted source through your email provider.
Safe-List Email Addresses Ensure the following email addresses and email domains are safe-listed: • [email protected] • [email protected] • @sendgrid.me
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Navigating the Application - Information for Applicants Once you enter the application dashboard, you will see that the application is separated into four sections: personal information, academic history, supporting information, and program materials. To help you keep track of your application and all materials, click Check Status at the top of the application dashboard.
Do not use the "Back" or "Forward" buttons on your browser's toolbar to move between application screens or you may lose your data. Use the internal navigation bars and links. Do not refresh the page or you will be logged out of the application.
Security – Information for Applicants Security is a priority at PharmCAS. We are committed to protecting the security and confidentiality of your information. We use a combination of state-of-the-art technology and methods to help ensure that online sessions are secure.
Internet Security Measures Any personal information you send us is scrambled. This technology, called Secure Socket Layers (SSL), protects information you submit or receive through this site. In addition, any sensitive personal information that you send to our website is held in a secured environment, protected by tools such as firewalls and/or database field encryption. The technology is designed to make using your personal data and credit card information on the Internet as safe as possible. PharmCAS protects the privacy of your credit card information, name, address, email and all other information you provide us via the online payment process. No representation is made, however, regarding the unconditional security of such submissions.
Independent agencies report there are no recorded instances of someone "breaking" SSL encryption and using credit card information for fraudulent purposes. Statistically speaking, it is safer to submit your credit card information electronically via an SSL site than it is to give your card to a store clerk. SSL technology is so safe that VeriSign, the PharmCAS certifying authority, warrants it against fraudulent use for up to $100,000.
The SSL technology depends on secure Uniform Resource Locators (URLs) that are certified by an authority such as VeriSign. Secure URLs always begin with "https://" (not "http://"). If you use a browser that recognizes SSL, you will be notified that you are on a secure page. Any information you enter on such a page is encrypted, sent over the Internet in encrypted form, and de-encrypted at our server. If your browser doesn't support SSL technology, you will receive an error message when trying to access our SSL page. If this error occurs, logout of your application and download the most current version of your browser.
Once we receive your credit card information, it is accessible only to designated PharmCAS administrators.
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REPEAT APPLICANTS (REAPPLICANTS)
Applicants who created an application in the 2020-2021 cycle can choose to pull selected sections of their application forward into the 2021-2022 application. PharmCAS does not allow applicants to edit courses or colleges attended that were previously verified by PharmCAS, or carry forward any evaluations (references), payments, essays, or information entered within the program materials section.
Creating a Reapplicant Account Applicants can use an existing account from the previous cycle to re-apply in the current cycle. To avoid processing delays and difficulties, do not create a new account. Duplicate accounts and any documents associated with those accounts are deleted. 1. Log into the application. A welcome screen appears; confirm you want to begin the re-application process by clicking Start Reapplication. 2. Ensure your profile information, including your contact information, is correct. 3. Decide if you want to copy application data or start a fresh application. Your selection cannot be changed.
If You Choose to Start a Fresh Application The data from your previous application cycle is wiped clean and you proceed with a blank application. Your old application data and materials cannot be recovered if you select this option.
If You Choose to Copy Application Data - Verified Information, such as coursework, official test scores, and transcripts, can be copied into the new application. Letters of evaluation, essays, payments, and program-specific information cannot be copied into the new application. 1. Select the information you want to carry over. Unselected items will not carry over and cannot be recovered, so ensure your selections are complete before clicking Save and Continue. 2. You will be prompted to review and confirm that every section of the application that you have chosen to copy is accurate. Once done, click Continue. 3. If you submitted your application in the last cycle, you will be prompted to follow instructions and download a PDF copy of your previous application. Download the PDF before clicking Continue. 4. The system will begin to copy your selected data to your new application. This process can take up to 24 hours to complete. You will receive an email once the application is ready.
Previous PCAT Scores To successfully copy official PCAT scores, the name, date of birth, and CID number on your new application must match the name, date of birth, and CID number on your original application. Allow several days for the matching process to complete. If you have a difference in name and date of birth, contact customer service to have your official scores manually copied into your new application.
Download Previous Application A PDF of last cycle's application is only available if you submitted that application to at least one program.
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1. Click on your name in the upper-right-hand corner of the application, then select View Payment History. 2. Click View Order Details next to the payment. 3. Click Download PDF.
Updating Coursework If you completed additional coursework since the last cycle: 1. Update the Colleges Attended section to include changes to dates, degree statuses, and schools. 2. Update your coursework. Coursework that was verified in the previous cycle will be locked in the current cycle; however, you can add, edit, and delete unverified courses, including those listed as planned/in-progress. 3. Request updated transcripts for new coursework and awarded degrees, including degrees that were previously listed as "expected" in the last cycle and have now been updated to "awarded." These official transcripts are required and should be requested after you finish updating your coursework.
Verifying New Coursework Once your application is completed, it is placed in the verification queue. Although there may be fewer courses on your application to be verified in the current cycle, the standard processing timelines still apply.
APPLICATION DEADLINE DATES
Each participating institution selects one final (enforced) PharmCAS application deadline date. The deadline indicates the date the PharmCAS application must be received (electronically submitted). Programs are encouraged to consider any applicant who submitted an application, all official transcripts, references, and correct fee to PharmCAS by the program’s final PharmCAS deadline date. The final PharmCAS deadline date options are on the first of November, December, January 4, February, March, April, May, and June. Whenever a deadline falls on a weekend or Federal holiday, the next business day is automatically designated as the deadline.
PharmCAS Final Application Deadline Date Options for 2021-2022:
• November 1, 2021 (11:59 pm Hawaii Time) • December 1, 2021 (11:59 pm Hawaii Time) • January 4, 2022 (11:59 pm Hawaii Time) • February 1, 2022 (11:59 pm Hawaii Time) • March 1, 2022 (11:59 pm Hawaii Time) • April 1, 2022 (11:59 pm Hawaii Time) • May 2, 2022 (11:59 pm Hawaii Time) • June 1, 2022 (11:59 pm Hawaii Time)
To see the application deadlines selected by all schools, please refer to the PharmCAS School Directory.
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Transcript Received Date While mail is typically processed by Liaison within 2-3 business days, programs should allow up to 10 business days for a transcript to be processed once it arrives at PharmCAS. The transcript “Received” date in WebAdMIT reflects the date the mail was processed by PharmCAS staff and not the day the mail arrived in the office. Applicants should allow additional time for transcript requests to be processed by the college/university registrar and delivered to the PharmCAS office. PharmCAS is not responsible for mailing delays.
Final Application Deadline – Enforced by PharmCAS PharmCAS does not allow an applicant to e-submit an application after an institutional deadline has passed and only forwards verified applications to a program if the application deadline is met. PharmCAS does not issue refunds for missed deadlines.
Deadline for Application Materials - Not Enforced by PharmCAS PharmCAS does NOT enforce transcript, reference, test score, or foreign transcript evaluation deadlines and forwards all verified applications to the designated programs, even if these materials arrive late (see above). If a program does not want to consider applicants who submit late materials, it must log into WebAdMIT and select the “Denied” admission code for these applicants. PharmCAS will not forward a file or updates to a program if it has denied the applicant.
EXTENDING FINAL APPLICATION DEADLINES
Participating programs in PharmCAS may request a deadline extension for the entire applicant pool or individual applicants. PharmCAS does not accept deadline extension requests from applicants and will instruct applicants who request an extension to contact the school directly. PharmCAS will no longer accept new application materials (e.g., transcripts) from applicants after June 30 and will complete all verification by July 6.
For Individuals Programs may grant deadline extensions for individual applicants through June 1,2022. Between June 2, 2022 and June 30, 2022, programs may only grant deadline extensions to individual applicants. PharmCAS will continue to accept supporting application materials (e.g., transcripts) through June 30, 2022 and verify applications through close of business on July 6, 2022. Programs that wish to grant a deadline extension to an individual applicant have two options:
• Invitation Codes: School requests an “invitation code” from Liaison that is unique to the pharmacy school. Your request should include the following: o The number of invitation codes you are requesting (e.g., 25) o The invitation code expiration date (no later than June 30, 2022)
The school can then share the invitation code with each applicant who has been approved for an individual deadline extension. The applicant must enter the invitation code into the application to select your program on the Add Program screen.
Invitation codes will automatically expire once the 2021-2022 cycle closes on June 30, unless the school chooses an earlier expiration date, and are not unique to each applicant. Schools can request a single code or a batch of codes from Liaison at any time during the application cycle. Additionally, schools can run a
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report in WebAdMIT to view the list of applicants who have utilized invitation codes.
Review the Invitation Codes Reference Guide for additional information.
1. Contact Liaison: School provides the applicant name and PharmCAS ID Number to Liaison staff. Once PharmCAS notifies the applicant about the extension, the applicant has 48-hours to e-submit the application. If the applicant fails to e- submit within 48-hours, the applicant must ask the program to grant a second extension.
For the Full Pool Programs that wish to extend their final application deadline for all applicants are encouraged to contact PharmCAS and/or AACP before the deadline has passed. (Admission officers may also need to extend the supplemental deadline date, if required by the institution). Report to AACP and PharmCAS any changes to the deadline date at least 1 business day prior to the published deadline. The new final deadline must be selected from the list of remaining deadline options for PharmCAS and no later than June 1.
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EARLY DECISION DISCONTINUED
Early decision is no longer offered as an option in PharmCAS. Applicants are encouraged to apply to their designated Pharm.D. degree programs early in the admissions cycle. Some colleges or schools of pharmacy have priority deadlines or give preference to applicants who apply earlier in the cycle. Please visit the PharmCAS School Directory to learn more.
PRIORITY (PREFERRED) DEADLINES
Pharmacy schools may choose to set a priority deadline to encourage applicants to apply earlier in the admissions cycle. Priority deadlines are non-binding. Applicants may apply to one or more schools with a priority deadline or apply to a school after the priority deadline has passed (and before the final [enforced] deadline has passed).
Applicants are instructed to visit the PharmCAS School Directory to determine whether the school has any requirements or incentives for applicants who apply by the priority deadline. PharmCAS will not determine whether an applicant has met a school’s priority deadline requirements, nor distinguish between regular and priority applications in processing. If an applicant misses a priority deadline and still wishes to be considered for any school-specific incentives associated with a priority deadline, PharmCAS will instruct the applicant to contact the school directly. Schools are not required to select a priority deadline.
Priority deadlines cannot be set before the final deadline date, nor changed or extended after the cycle launches.
PharmCAS Priority Application Deadline Date Options for 2021-2022:
• October 1, 2021 (11:59 pm Hawaii Time) • November 1, 2021 (11:59 pm Hawaii Time) • December 1, 2021 (11:59 pm Hawaii Time) • January 4, 2022 (11:59 pm Hawaii Time) • February 1, 2022 (11:59 pm Hawaii Time) • March 1, 2022 (11:59 pm Hawaii Time) • April 1, 2022 (11:59 pm Hawaii Time) • May 2, 2022 (11:59 pm Hawaii Time)
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APPLICATION MATERIALS
The following section describes the policies and procedures for application materials collected by PharmCAS.
PHARMCAS REQUIRED MATERIALS
PharmCAS considers an application complete and begins to process it once the following materials are received:
1. Complete PharmCAS application, 2. Official transcripts from every accredited U.S. postsecondary institution attended, 3. Correct PharmCAS application fee.
PharmCAS begins the transcript verification process once all required PharmCAS materials are received. PharmCAS does not “hold” an application for missing references, foreign transcript evaluation reports, or test scores (e.g., PCAT).
OTHER MATERIALS COLLECTED BY PHARMCAS
PharmCAS also collects the following materials, if required by the applicant’s designated programs. PharmCAS does not “hold” the application for the following materials, if missing. Also, PharmCAS does not verify that the applicant has submitted the correct document for a particular program requirement.
1. Letters of Reference (4) 2. Foreign Transcript Evaluation Report from World Education Services (WES) Only 3. Official Canadian Transcripts 4. Official PCAT and TOEFL Scores 5. Fall Term Transcripts
OTHER MATERIALS COLLECTED BY PROGRAMS
The following application materials may be required and collected directly by the programs or captured as part of the Program Materials section of the application as custom questions or document uploads:
1. Supplemental Applications 2. Supplemental Fees 3. Letters of Evaluation (if not collected by PharmCAS or if more than 4 references are needed) 4. Other Test Scores (e.g., SAT, ACT, GRE, MCAT, AP, IB) 5. Original Foreign Transcripts 6. Foreign Transcript Evaluation Reports from agencies other than WES 7. Writing Samples, Resumes, etc.
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EXTRANEOUS APPLICATION MATERIALS
Applicants are instructed to submit only required documents to PharmCAS. Any other documents received are considered extraneous materials. PharmCAS does not return extraneous materials to the applicant, nor forward the documents to programs; for exceptions to this rule, please see below. Examples of extraneous documents include original or copies of foreign transcripts (only WES foreign transcript evaluation reports are accepted by PharmCAS), resumes, photographs, writing samples, certificates, and other miscellaneous documents. PharmCAS files all extraneous materials received for a particular applicant.
Returning Selected Extraneous Documents Only important original documents such as birth certificates, naturalization papers, and foreign documents, which are generally harder to obtain, are returned to the applicant. PharmCAS makes a photocopy of the document to be returned and files it before mailing the original.
Supplemental Applications Received at PharmCAS PharmCAS does not currently accept supplemental applications.
Extraneous Evaluations PharmCAS accepts up to four evaluations (e.g., letters of reference) per applicant. (See Evaluations section). Any additional references are placed in the applicant’s file folder and are not forwarded.
International Transcripts Although not accepted, applicants may erroneously send original or photocopies of foreign transcripts to PharmCAS. With the exception of Canadian transcripts written in English, international transcripts are not accepted by PharmCAS. PharmCAS only accepts and scans foreign transcript evaluation reports sent via WES. PharmCAS attempts to notify the applicant of the error.
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EDUCATION-OCCUPATION (EO) INDICATOR
PharmCAS uses the Socioeconomic Status (SES) of an applicant's parents or guardians to produce Education Occupation (EO) indicator scores. The EO indicator is derived from an applicant’s parental/guardian education and occupation information. Four education levels and two aggregate groups of occupations provide the schema that is used to determine the EO indicator for each parent/guardian.
One of the following EO indicators will be displayed in a new “Socioeconomic Indicator” panel in WebAdMIT for each parent/guardian listed on the PharmCAS application: EO-2, EO-3, EO-4, EO-5, or EO-6. The lowest socioeconomic group is EO-2 and the highest is EO- 6. The EO score is available for use in WebAdMIT lists, reports, scoring, and other features.
EO Indicator to be reported in WebAdMIT Family SES Meaning EO 6 Very High SES EO 5 High SES EO 4 Moderate SES EO 3 Low SES EO 2 Very Low SES If missing Parental Education and/or Occupation Data for parent, then no EO score is calculated or displayed in WebAdMIT.
The occupational categories are aggregated into two and based upon the U.S. Department of Labor Standard Occupational Classification scheme:
1. service, clerical, skilled and unskilled labor 2. executive, managerial, and professional
The educational categories are aggregated into the following:
1. professional or graduate degree 2. bachelor’s degree 3. some college, tech, or associate degree 4. high school degree or less.
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OCCUPATION
Service, clerical, skilled and Executive, managerial unskilled labor (2 Points) (1 point)
Professional or Graduate degree EO-6 EO-5 (4 points)
Bachelor’s degree EO-5 EO-4 (3 Points)
Some College, Tech or Associate’s EO-4 EO-3
Degree (2 Points) EDUCATION
High School Degree or Less (1 Point) EO-3 EO-2
A separate EO indicator score is calculated for each parent/guardian entered by the applicant on the PharmCAS application in which both the educational and occupational data are available. If no parental education and/or occupation data is available for a particular parent/guardian, then no EO score is calculated for that parent/guardian. If two or more EO scores are available for an applicant, the school may wish to consider whether to calculate a mean score, use the highest or lowest score, or take another action.
The EO indicator is an optional tool and intended to provide additional information on an applicant’s socioeconomic status that can assist a pharmacy college or school in its holistic admissions review process. Pharmacy schools may choose to consider or not consider EO scores, along with other important factors to identify applicants who have the potential to contribute to their respective goals and mission.
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U.S. TRANSCRIPTS
Pharmacy applicants must arrange for PharmCAS to receive a sealed, official transcript directly from every U.S. post-secondary institution attended. Electronic transcripts are also accepted from selected institutions. PharmCAS will not accept student-issued transcripts or faxed copies. PharmCAS considers all application files “incomplete” and does not begin transcript verification until the correct fee and all expected U.S. transcripts are received. The Service verifies the authenticity of transcripts received. Applicants must use a personal copy of each transcript for use in completing the “Coursework” section of their application.
TRANSCRIPT REQUEST FORM
Applicants are strongly encouraged to use the PharmCAS Transcript Request Form to request official copies of U.S. transcripts to be sent to PharmCAS, if mailed in paper format. PharmCAS accepts all official transcripts even if the form is not attached. Paper transcripts received without the form enclosed may take longer to match to the applicant’s file.
TRANSCRIPT DEADLINES
PharmCAS instructs applicants to arrange for PharmCAS to receive all official transcripts by the earliest application deadline date set by their designated programs. PharmCAS does not enforce transcript deadlines. The Service accepts transcripts received after the institutional deadline has passed. See the “Transcript Received Date” for more information.
ELECTRONIC TRANSCRIPTS
PharmCAS accepts electronic transcripts from Credentials Solutions, Parchment, and National Student Clearinghouse. If a feeder institution does not participate in any of these services, the applicant must arrange for an official paper transcript to be mailed from the college registrar’s office. PharmCAS cannot accept transcripts sent via email. See the applicant instructions for further details.
SUMMER 2021 TRANSCRIPTS
PharmCAS encourages applicants to submit their applications after their summer term grades are complete so that:
1. Staff can verify completed grades against the applicants' official transcripts, and 2. These summer term grades are included in the initial set of PharmCAS GPAs sent to the applicants' designated programs.
By submitting their applications after the summer term transcripts are available, applicants provide the programs with a more comprehensive account of their college course history, so they may be able to better determine whether applicants have completed all prerequisites through the end of the summer term. PharmCAS begins to send verified application files to programs in early August. Applicants should contact programs directly to determine when a particular program plans to begin reviewing applications for the fall 2022 entering class.
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The instructions are intended to help applicants navigate the admissions process. Applicants can, however, report summer term grades as "Incomplete" and submit their completed application to PharmCAS at any time. PharmCAS processes all applications in the same manner, regardless of whether the summer term grades are "In-Progress" or "Complete".
FALL 2021 TRANSCRIPTS
If fall term grades will not be available until after they apply, applicants must arrange for their official fall 2021 transcripts to be sent directly to PharmCAS as soon as they are available. Applicants must update courses on the application during the PharmCAS "Fall Academic Update" window. The Academic Update window will open on December 15, 2021, following the completion of the fall 2021 term, and will close on February 15, 2022. It is the applicant’s responsibility to submit fall transcripts, add any new courses completed since s/he first submitted the application to PharmCAS, and to edit in-progress and planned courses. See the ACADEMIC UPDATE section.
2022 SPRING TRANSCRIPTS
Accepted applicants are instructed to arrange for their official spring 2022 transcripts to be sent directly to PharmCAS as soon as they are available and before the cycle closes on June 30, 2022.
PharmCAS will automatically notify all applicants with an Offer Made or Offer Accepted decision codes that they should complete the Spring Academic Update (AU) and send their official spring 2022 transcripts to PharmCAS. However, PharmCAS will verify all spring 2022 coursework and transcripts received from applicants prior to the end of the cycle, regardless of whether the applicant has been accepted by one or more participating programs. If a program would like an applicant who is under review or on a waitlist to also complete the Spring AU, it must communicate this requirement to the applicant directly.
2022 SUMMER TRANSCRIPTS
Accepted applicants must arrange for summer 2022 transcripts to be sent directly to the pharmacy school (and not to PharmCAS). The PharmCAS 2021-2022 cycle will be closed before summer 2022 transcripts will be available.
MISSING TRANSCRIPT IDENTIFIED AFTER FILE IS VERIFIED
PharmCAS reviews transcripts for any transfer credit and verifies that applicants have submitted transcripts from every U.S. institution attended. A college transcript may not show all of the institutions a student has attended and, therefore, PharmCAS cannot always determine if an applicant failed to submit a particular transcript. Programs may later learn a transcript was omitted because the applicant mentioned the missing institution during an interview; the applicant previously applied directly to the institution and submitted the transcript then; the applicant is or was enrolled in the same university as the program and a copy of the missing transcript is in the applicant’s institutional records; or other reasons. If a program discovers that an applicant failed to report one or more transcripts to PharmCAS after the file is verified, PharmCAS follows the procedures below.
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• PharmCAS notifies the applicant about the omission and instructs him/her to submit the missing transcript to PharmCAS and that the applicant’s other designated programs, if any, are notified of the omission. • During the Fall Academic Update window (beginning on December 15, 2021), the applicant is invited to enter missing courses and any new fall courses onto the application. Once the missing and any new transcripts are received and the Fall AU is submitted, PharmCAS verifies the revised course data against the transcript(s). • In some missing transcript instances, the application is undelivered (i.e. electronically returned to the applicant for error correction). • The applicant will be reported for a potential conduct violation to all designated schools if it seems that the transcripts were purposely withheld. See Applicant Code of Conduct Violations. • Each of the applicant's designated programs decides whether to still consider the applicant for admission or deny admission based on the fact that the individual did not follow instructions (if it is not found that the transcripts were purposely withheld).
TRANSCRIPT REQUIREMENTS FOR MATRICULATED STUDENTS
Those applicants who are offered and accept an offer of admission to a program may be required to submit a second set of official transcripts from every college/university they have attended directly to the program prior to matriculation for regional accreditation purposes. An institution should only require those students who are expected to matriculate into its program to submit a second set of transcripts as a contingency for admission, and not as part of the regular admissions process. In lieu of a second set of transcripts, some schools will use transcript PDFs in WebAdMIT, since credit transfer requirements do not typically apply.
PharmCAS must retain archived paper copies of the application materials received for a full year following enrollment and cannot forward transcripts to a program to fulfill this institutional requirement.
OVERSEAS U.S. INSTITUTIONS
Applicants, who have attended an overseas U.S. institution listed below are instructed to report the courses to PharmCAS in the same manner as U.S. institutions by sending an official transcript to PharmCAS and listing all coursework on the PharmCAS application. U.S. institutions with campuses overseas (such as the University of Maryland at Munich) are also considered U.S. colleges for which transcripts are required and all coursework must be listed. This list of overseas institutions is not all-inclusive. PharmCAS recognizes “overseas U.S. institutions” that are located outside U.S. borders, accredited by a regional institutional accrediting agency recognized by the U.S. Department of Education, and use English as the primary language of instruction and documentation.
American College in Switzerland American College of Thessaloniki American University in Beirut American University in Bulgaria American University in Cairo American University of Paris 46 Updated August 17, 2021 2021-2022 PharmCAS School Manual
American University of Rome Franklin College Switzerland Richmond American University of London Huron University in London John Cabot University in Rome McDaniel College in Budapest
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INTERNATIONAL TRANSCRIPTS
The policies for documenting foreign coursework vary by program. These policies are documented in the PharmCAS application instructions and do not apply to “study abroad” programs. Applicants are instructed not to list individual foreign courses on the PharmCAS application (unless Study Abroad). Applicants should not send original or copies of foreign transcripts to PharmCAS.
Each program selects one of three options for international coursework:
1. WES Foreign Transcript Evaluation Report (sent to PharmCAS) If one or more of the applicant’s designated program requires an “FTER,” the applicant must arrange for a course-by-course foreign transcript evaluation report from World Education Services (WES) to be sent to PharmCAS. World Education Services, Inc Bowling Green Station P.O. Box 5087 New York, NY 10274-5087 (212) 966-6311 [email protected] https://www.wes.org/
2. Original Foreign Transcript (sent directly to the program) If a particular program performs its own review of foreign transcripts, applicants must arrange for original foreign transcripts to be sent directly to that pharmacy institution, as instructed. If applying to multiple programs, applicants may also need to arrange for a WES evaluation to be sent to PharmCAS. PharmCAS provides a scanned copy of all FTERs received as part of the applicant’s file, regardless of an individual program requirement. 3. Neither (only U.S. credentials considered) Some institutions do not accept or review foreign coursework. In these cases, applicants are not required to document any foreign coursework completed. If applying to multiple programs, applicants may still need to arrange for a WES evaluation to be sent to PharmCAS.
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PCAT, TOEFL
Applicants should request the testing agency to release PCAT and TOEFL test scores directly to PharmCAS, if required by their designated pharmacy institutions. PharmCAS releases PCAT and TOEFL scores to all of the applicant’s designated colleges and programs, regardless of institutional requirements.
CODES
• Pharmacy College Admission Test (PCAT) PharmCAS Code 104 • Test of English as a Foreign Language (TOEFL) PharmCAS Code 8246
PCAT
If received from Pearson, PharmCAS will automatically forward the five most recent PCAT scores during the past five years to an applicant’s list of designated degree programs.
PCAT CID Required for Matching PharmCAS matches PCAT scores to applications based on the applicant’s PCAT CID number. Applicants must report their PCAT CID on the PharmCAS application.
Pharm.D. Program Preference for Receiving PCAT Scores PharmCAS applicants are instructed to submit all PCAT scores directly to PharmCAS Code 104. While the instructions direct applicants to arrange for their official PCAT scores to be sent to PharmCAS, they also have the ability to send scores in the following ways:
1. Directly to PharmCAS to code 104 (as instructed). 2. Only to the program and not to PharmCAS. 3. Directly to PharmCAS and to the program.
Pearson automatically e-transmits all of an institution’s PCAT scores to PharmCAS and eliminates all score report transmissions to institutions participating in PharmCAS, unless otherwise directed by the pharmacy school.
MISSING TEST SCORES
Standardized test requirements vary by institution. Due to these variations, PharmCAS does not hold application files for missing PCAT or TOEFL scores. PharmCAS does not accept test scores submitted by an applicant. If official test scores arrive in the PharmCAS office after the initial application file is sent to the programs, PharmCAS uploads and displays the test scores in WebAdMIT. If the test is not required by a particular institution, the admissions office will still have access to the score report via PharmCAS but should not consider the standardized test scores in the review process.
OTHER TESTS
If your program requires or accepts Advanced Placement (AP), International Baccalaureate (IB), College-Level Examination Program (CLEP), SAT, ACT, GRE or other test scores, applicants are instructed to arrange for the testing agency to send those scores directly to the program. Applicants are instructed that if they received college credit on a transcript for an AP or IB test subject, they should report the test credit as a course in the Coursework section of the application. 49 Updated August 17, 2021 2021-2022 PharmCAS School Manual
EVALUATIONS
Evaluators are able to submit electronic references (evaluations) directly to PharmCAS via the Evaluator Portal called “Letters by Liaison.” (Paper references are not accepted.) Applicants may enter up to four (4) evaluator names on the PharmCAS application. Applicants are instructed to send any additional evaluations directly to their designated programs and are warned that programs may not consider extra references. They are also instructed to direct their evaluators to contact PharmCAS Customer Service if they have any questions or require any assistance using the online evaluator portal.
PROGRAM EVALUATION REQUIREMENTS
Applicants are instructed to review the PharmCAS School Directory to learn the number and types of evaluators required and not accepted by each institution. PharmCAS will not determine if an applicant has met the evaluation requirements for a particular program.
AUTOMATED EMAIL
Applicants should alert evaluators to watch for an automated email from PharmCAS with the subject "Recommendation Request Submitted". PharmCAS will notify the applicant once the request has been sent. Some email filters may interpret PharmCAS emails as "spam" and automatically delete or route them to a “junk” or “spam” folder. If an evaluator does not receive an email from PharmCAS, the applicant should ask your evaluator to check all spam and junk email file folders or provide an alternate email address.
COMMITTEE AND COMPOSITE LETTERS
Each designated program must decide whether committee or composite letters may count as more than one reference. “Composite” letters typically represent a compilation of letters collected from various individuals. “Committee” letters generally represent a single letter with the collective thoughts of a group of designated individuals usually written by the chair or a designee. PharmCAS will accept the name of a college pre- health profession advisor in lieu of the evaluator(s). These may be uploaded electronically as one PDF document via the Evaluator Portal.
EVALUATION DEADLINES
Applicants are instructed to arrange for PharmCAS to receive all evaluations by the application deadline date set by the designated programs. PharmCAS does not enforce evaluation deadlines and will release the evaluations to designated programs for verified applicants, even if they arrive late.
EVALUATION STATUS
As soon as the applicant enters an evaluation on the application, the applicant can log into the application to begin checking on the status of evaluations sent to PharmCAS. PharmCAS programs may log into WebAdMIT to view the status of all evaluations for each applicant with verified status.
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EVALUATIONS SENT TO PROGRAMS
PharmCAS will begin to release evaluations to programs once the application file is verified by PharmCAS. PharmCAS will not hold an application for missing evaluations.
NOTE: For each evaluation a program receives, check the actual evaluation file to determine if it contains comments or letters from multiple evaluators.
EVALUATION IMAGES WEBADMIT
Images of electronic evaluations are available to designated programs via WebAdMIT. To view, select an applicant on the document tab. WebAdMIT provides the evaluator’s name, the date the evaluation was submitted, and link to scanned image of evaluation (PDF format).
EVALUATION INVESTIGATIONS
PharmCAS will not verify an evaluator's identity. If a program suspects an evaluation is falsified, it must contact the applicant or evaluator to investigate. If an applicant is found to have falsified their evaluation, it should be reported to AACP via email at [email protected]. AACP and PharmCAS will not attempt to verify the accuracy of the program investigation results and will share a related report with all of the applicant’s designated programs. See Applicant Code of Conduct Violations.
EDITING LIST OF EVALUATORS
If the applicant’s evaluators are unresponsive or decline an invitation to submit a letter of reference, the applicant may edit the list of evaluators on the PharmCAS application before or after it is e-submitted to PharmCAS. Applicants cannot make edits to an evaluator’s information once the evaluator’s reference is received.
WAIVERS
The Family Education Rights and Privacy Act of 1974 (FERPA) gives applicants the right to access letters of reference written unless they choose to waive their right of inspection and review. Applicants are required to indicate on their PharmCAS application whether they wish to waive their rights. PharmCAS releases each applicant’s decision to waive or not waive access to an evaluation to the evaluator and designated programs.
Applicants that do not waive their right of access may log into the PharmCAS application and select the STATUS option to view the online evaluations submitted on their behalf.
AUTHORIZATION STATEMENTS
In order for PharmCAS to process an applicant’s evaluations, the individual must certify the following statements:
• I hereby give PharmCAS permission to contact the evaluator below via email to request the completion of the PharmCAS reference form and letter of reference. If my evaluator does not submit an online evaluation form to PharmCAS in response to the email request, it is my sole responsibility to contact the evaluator
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directly to ensure all references required by my designated Pharm.D. programs are received by the deadline. • I understand that the Pharm.D. programs to which I am applying may contact the evaluator either to verify the information provided and/or for further clarification of the information provided, and I hereby give permission for the Pharm.D. programs or PharmCAS to do so.
GENERAL PHARMCAS EVALUATION RULES
• PharmCAS does not hold applicant files in process for missing or late evaluations. • PharmCAS adds an application file to the transcript verification queue once the complete application, all official transcripts, and the correct fee are received. • PharmCAS does not release evaluations to programs until the application is verified. • PharmCAS does not verify whether applicants have met the evaluator requirements for a particular program. • PharmCAS does not verify an evaluator's identity. If a program suspects an evaluation is falsified, it is the program's responsibility to contact the applicant or evaluator to investigate. • PharmCAS only accepts and releases evaluations submitted via Letters by Liaison. • Evaluators must upload a letter of reference (evaluation) into Letters by Liaison.
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EVALUATION FORM QUESTIONS PharmCAS asks evaluators to address the following questions on the PharmCAS form.
Evaluator Information • Address, City, State, Postal Code • Phone Number • How long have you known the applicant? o Less than 1 year o 1-2 years o 2-3 years o 3-5 years o 5-10 years o More than 10 years
• How well do you know the applicant? o Very well o Moderately o Minimally o Not at all
• In what capacity do you know the applicant? o Employee/Supervisor o Colleague/Coworker o Instructor/Professor o Advisor o Internship/Job Shadowing o Other
• If you selected "Instructor/Professor" above, in what subject area (e.g. biology, chemistry, mathematics, etc.) have you taught the applicant?
• If you selected "Employee/Supervisor" or "Colleague/Coworker" above, please indicate the applicant's position and title:
• If you are a pharmacist, please indicate the pharmacy institution from which you graduated:
Evaluation Ratings (Scale: Excellent, Good, Average, Below Average, Poor, Not Observed)
• Adaptability: reacts well to stress, is poised and controlled. • Empathy: considerate, sensitive, and tactful in response to others. • Ethics: displays honesty, integrity, and ethical behaviors. • Intellectual Ability: academic competence and aptitude for pharmacy degree program. • Interpersonal Relations: able to get along well with peers and superiors. • Judgment: displays critical thinking skills, common sense, and decisiveness. • Leadership: takes initiative and motivates others.
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• Oral Communication: speaks clearly with precision and accuracy, without ambiguity. • Reliability: dependable, responsible, prompt, and thorough. • Written Communication: writing is precise, accurate, grammatically correct, and unambiguous.
Overall Recommendation • Recommendation Concerning Admission: o I highly recommend this applicant o I recommend this applicant o I recommend this applicant with some reservations o I am not able to recommend this applicant
Document Upload Browse to your evaluation letter to upload. Supported File Formats: Microsoft Word (.doc or .docx), Portable Document Format (.pdf), Rich Test (.rtf), Plain text (.txt)
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IMPORTANT DATES
The PharmCAS application cycle begins in July 2021 for fall 2022 enrollment and closes on June 30, 2022, unless otherwise announced.
PharmCAS attempts to verify completed applications within 1 week after the file is complete, however, during peak periods processing may take up to 4 weeks.
May 11, 2021 - Configuration Portal opens for Program Materials section May 12, 2021 - Regular registration deadline for July PCAT examinations May 18, 2021 - School Directory Pages released to schools for updates June 15, 2021 - School Directory Pages updates due June 18, 2021 - Configurations for Program Materials section due for all programs July 7, 2021 - Regular registration deadline for Sept PCAT examinations July 14, 2021 - PharmCAS launches 2021-2022 application July 15, 2021 - Applicant data begins to appear in WebAdMIT July 8-9, 2021 - July PCAT examination dates September 9, 2021 - September PCAT examination date October 1, 2021 - Regular registration deadline for October PCAT exams - 1st Priority (non-binding) institutional application deadline October 18-29, 2021 - October PCAT examination dates November 1, 2021 - 1st Final (enforced) institutional application deadline November 3, 2021 - Regular registration deadline for January PCAT examinations December 1, 2021 - 2nd Final (enforced) institutional application deadline December 15, 2021 - Fall Academic Update window opens January 4, 2022 - 3rd Final (enforced) institutional application deadline January 5, 2022 - January PCAT examination date January 12, 2022 - Regular registration deadline for February PCAT examinations February 1, 2022 - 4th Final (enforced) institutional application deadline February 1-5, 2022 - February PCAT examination dates February 15, 2022 - Fall Academic Update closes Prior to March 1: - See CAG March 1, 2022 - 5th Final (enforced) institutional application deadline - 2020-2021 Initial admissions decisions due After March 1: - See CAG. March 2, 2022 - Regular registration deadline for March/April PCAT examinations Mar 28-Apr 1, 2022 - March/April PCAT examination dates April 1, 2022 - 6th Final (enforced) institutional application deadline
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April 15, 2022 - Spring Academic Update window opens May 2, 2022 - 7th Final (enforced) institutional application deadline - 8th Priority (non-binding) application deadline June 1, 2022 - 8th Final (enforced) institutional application deadline - Final submission date - Last date for individual deadline extensions* - Last date for applicants to create a new application June 15, 2022 - 2021-2022 Preliminary Admissions Decisions Due June 30, 2022 - Spring Academic Update closes - PharmCAS 2021-2022 application cycle is closed. September 30, 2022 - 2021-2022 Final Admissions Decisions Due October/Nov 2022 - PharmCAS 2021-2022 Year-End Reports Released (Release time is dependent on schools submitting final admissions decisions)
*Between June 2, 2022 and June 30, 2022, programs may only grant deadline extensions to individual applicants.
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FEES
PharmCAS application fees are subject to change each year.
FEE SCHEDULE FOR THE 2021-2022 APPLICATION CYCLE
PharmCAS application fees remain at $175 for the base and $55 for the incremental for a 5th consecutive year (2021-2022 cycle).
# of PharmCAS Programs Designations PharmCAS Fee Due 1 $175 2 $230 3 $285 4 $340 5 $395 6 $450 7 $505 8 $560 9 $615 10 $670 11 or more Add $55.00 for each additional program
PHARMCAS PROCESSING OF FEE PAYMENTS Applicants must pay the application fee online by credit card as part of the PharmCAS application. PharmCAS accepts credit card payments online only, and not by mail, phone, or fax.
REFUNDS PharmCAS application fees are non-refundable. PharmCAS does not issue refunds for withdrawn applications or missed deadlines. PharmCAS will only consider issuing a refund if the Service did not properly process the applicant’s file or materials based on current policies and procedures.
DISPUTES/CHARGEBACKS PharmCAS will assess a service charge of $25.00 for credit card chargebacks not authorized by PharmCAS. Applicants are then instructed to pay the application fee and service charge within 10-business days. If the applicant does not comply, PharmCAS will stop the processing of the application and notify the applicant’s designated programs.
REPEAT APPLICANTS WITH BALANCE DUE Repeat applicants with outstanding fee balances are placed on hold until payment for the previous and current cycles are received in full.
FEE WAIVER The AACP fee waiver fund, approved by the AACP Board of Directors, supports applicants by covering the cost of applying to one PharmCAS institution. PharmCAS grants application fee waivers to financially disadvantaged applicants on a first-come, first-serve basis. Fee waiver decisions will be based on the applicant's income, or parent's income if claimed as a dependent, as reported on the most recent tax return. PharmCAS
57 Updated August 17, 2021 2021-2022 PharmCAS School Manual will grant fee waivers to those applicants with earnings that are at or below the U.S. Department of Health and Human Services poverty guidelines (see below).
Applicants with approved waivers may apply to a maximum of one (1) PharmCAS program for free. If an applicant receives a waiver and chooses to apply to additional PharmCAS programs, the applicant will be responsible for an incremental fee of $55 for each additional designation.
The PharmCAS waiver applies to the PharmCAS application fee only. Once an applicant has received a waiver, it must be applied within 14 days (including holidays and weekends). If the waiver is not used within 14 days, the applicant will forfeit the waiver and it will be given to another qualifying applicant. PharmCAS will notify the applicant's designated programs if s/he qualifies for and is granted a waiver. Each program must determine if they will waive supplemental application fees for those applicants who qualify for a PharmCAS fee waiver.
To be considered for a PharmCAS fee waiver, an applicant must:
1. Be a U.S. citizen, U.S. Permanent Resident, or have refugee/asylum status. 2. Click on your name in the upper-right hand corner of the application, then select “Fee Assistance Program.” 3. Enter your household's adjusted gross income for 2020 and the current number of members in your household. Note that “number of members” includes the number of people claimed as dependents on the tax report. 4. Upload a copy of the filed 2020 Federal Income Tax Return Form 1040, 1040A, or 1040EZ. This form was either filed by you or by someone who listed you as a dependent (such as a parent or guardian). 5. Do not e-submit your application until PharmCAS approves or denies your fee waiver request. If you e-submit your application prior to notification, PharmCAS will automatically deny your fee waiver request. 6. If you are approved, the waiver amount of $175 will be automatically deducted from your total fees, and you are responsible for any remaining balance. Contact customer service immediately if you do not see the waiver amount deducted.
PharmCAS fee waiver decisions are tied to the U.S. Department of Health and Human Services' poverty level guidelines. The Low-Income Level is based on 200 percent of the U.S. Department of Health and Human Services poverty guidelines and used to determine what constitutes a low-income family.
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2021 Low Income Levels
Persons Persons Income Income in Family or in Family or Level* Level* Household Household
1 $25760 6 $71160
2 $34840 7 $80240 *Adjusted gross income for calendar year 2020. Changes in current year financial 3 $43920 8 $89320 situations will not be considered. 4 $53000 For each additional 5 $62080 person, add $9080
Fee Waiver Waitlist If an applicant is deemed eligible for a fee waiver, but all available waivers have been issued, then the individual may be placed on the fee waiver waitlist for up to 14 days in case any unused (unclaimed) fee waivers become available for use. If an applicant wants to remain on the fee waiver waitlist, then the individual must NOT submit the PharmCAS application during the 14-day period. There is no guarantee that a fee waiver will become available to applicants on the fee waiver waitlist. Pharmacy schools are not required to issue individual deadline extensions to these applicants.
Applicants may choose to notify their designated pharmacy schools about their fee waiver waitlist status; however, pharmacy schools are not required to offer financial support (e.g., via coupon codes). Applicants are instructed to send all other fee waiver communication directly to PharmCAS Customer Service.
COUPON CODES
Coupon codes are application fee discounts that colleges and schools can use to incentivize applicants to apply. If your institution chooses to use this program, it will purchase coupon codes from Liaison and provide them to selected applicants.
How to Purchase Colleges and schools can purchase coupon codes through the PharmCAS Payment Gateway. After entering your contact information and selecting the number of codes you would like to purchase, you will be instructed to click the submit button to complete your payment through PayPal. You may use a credit card or a PayPal account to complete the transaction. After submission of payment, you will receive an email confirmation with a receipt of your purchase. Purchased coupon codes will be emailed to the purchaser in 1-2 business days from the date they are requested.
Coupon Code Increment Options Colleges and schools can choose to purchase coupon codes in increments of (1) $175 to cover the PharmCAS base application fee to apply to one program and/or (2) $55 to cover the PharmCAS incremental application fee for an additional designation after the first.
How Applicants Redeem Codes Review information on how applicants redeem coupon codes in the PharmCAS Applicant Help Center.
Frequently Asked Questions Review the Coupon Codes in PharmCAS FAQ to help you learn more about this process.
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TRANSCRIPT VERIFICATION PROCEDURES
PharmCAS performs course-by-course verification once it receives all official U.S. transcripts, a completed application, and correct fee payment. Applicants are sorted based on the date the file becomes complete, rather than the date the application was e-submitted. Verification refers to the matching of courses on official transcripts with completed courses listed on the Transcript Entry (Coursework) section of the application. The PharmCAS verification staff ensures that applicant-reported coursework matches the course history on the corresponding U.S. transcript, including any possible coursework that appears on the reverse side of the transcript. PharmCAS does not verify foreign courses or transcripts, except Canadian (if in English).
OVERVIEW
Staff performs the following tasks to ensure accurate academic data is reported to the designated programs.
1. Maintain a communications log for each applicant using the PharmCAS portal. 2. Sign out applicant file(s) that will be verified and sign-in applicants who are undelivered or placed on-hold. 3. Cross-reference transcripts in each applicant’s file with the colleges reported on the coursework section of the application. Verify that PharmCAS has received an original transcript for all transfer courses reported on each transcript. If there is a transcript missing, send an email to inform the applicant that one or more transcripts were not received. It is not the responsibility of PharmCAS staff to notify an individual about a missing transcript to meet any institutional deadlines. Applicants are responsible for ensuring all application materials, including transcripts, are sent to PharmCAS in a proper and timely manner. 4. Verify that all applicant-reported courses reported on the application are reported exactly as they appear on the transcript. (See course-by-course transcript verification description below).
NO TRANSCRIPT AVAILABLE
PharmCAS does not waive transcript requirements due to an applicant's financial obligations to a college or university. Applicants who are unable to obtain an official transcript from a college or university due to extenuating circumstances must submit a signed letter of explanation on official letterhead from the appropriate institution or state department of education. PharmCAS will evaluate transcript waiver requests on a case-by-case basis.
INSTITUTIONAL ACCREDITATION
Beginning in the 2017-2018 admissions cycle, PharmCAS accepted courses and transcripts from all colleges, schools, and universities recognized by the U.S. Department of Education, including vocational and technical programs. Courses taken at institutions that are not regionally accredited are included in an applicant’s PharmCAS course history and GPAs and are flagged in WebAdMIT. Programs are not obligated to accept or consider non- regionally accredited courses and may choose to exclude them from their local and prerequisite GPAs, as needed.
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COURSE-BY-COURSE TRANSCRIPT VERIFICATION
The verifiers check that the applicant properly entered all coursework that appears on every U.S. transcript. Below is a description of the verification rules and procedures by each course field. If an applicant omitted a course and grade, the PharmCAS verifier will enter the missing course and all necessary fields (including grade and credit) into the PharmCAS application. If there are numerous mistakes, PharmCAS will “undeliver” the application so that the applicant can make corrections:
• INSTITUTION: The institution reflects the college or university where the course was originally completed. If the applicant identified the wrong institution, PharmCAS makes the correction. PharmCAS edits to the institution field are not apparent in any reports. PharmCAS verifies the database and/or paper file to determine if the applicant submitted the original transcript from the institution where the course was completed.
• PRIMARY INSTITUTION: Applicants are instructed to identify one primary undergraduate institution. The primary institution is the college or university where the applicant will earn (or has earned) the first bachelor's degree. If no degree is planned, the applicant is instructed to select the institution where s/he completed the majority of undergraduate courses. PharmCAS will only edit this field if an obvious error is made. It is the applicant's responsibility to properly report this information to PharmCAS.
• ACADEMIC STATUS: PharmCAS does not verify that an applicant reported the correct student registration status for each term (freshman, sophomore, junior, senior, graduate, or post-baccalaureate). For example, a junior student enrolled in a 4-year university completes a summer course at a community college prior to his senior year. The applicant would identify the summer term as either a “junior” or “senior” term in the Academic Status field, even though he was enrolled in a lower-level course. PharmCAS will only edit this field if an obvious error is made. It is the applicant's responsibility to properly report this information to PharmCAS. (See also “Course Level”). Below are related instructions for applicants.
o For any undergraduate-level terms completed after you received a bachelor’s degree, select “Post-Baccalaureate.” o For any courses that fall outside of the typical academic statuses, applicants are instructed to choose “freshman.” o After applicants enter all courses for all colleges, they are prompted to start the Transcript Review and identify coursework that was repeated, awarded as credit via an AP test, awarded as credit by IB or other tests, was completed at honors level, and completed as study abroad.
• TERM: (e.g., spring) PharmCAS will verify that the correct term was selected. If the applicant selected the wrong term, PharmCAS will select the correct term from the drop-down list. PharmCAS edits to the term field are not apparent in any reports.
• TERM TYPE: PharmCAS will verify that the proper term type was selected: Quarter, Semester, or Trimester. PharmCAS verifiers will refer to the transcript key located either on the front or back of the transcript for indication of the correct term type. PharmCAS edits to the term type field are not apparent in any reports.
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• YEAR: PharmCAS will verify that the applicant properly entered the year the course began. If the applicant selected the wrong year, PharmCAS will select the correct year from the list. PharmCAS edits to the year are not apparent in any reports.
• COURSE TITLE: Applicants are instructed to list each course exactly as it appears on the transcript. If the applicant abbreviates the course name or does not properly enter the course title, PharmCAS will attempt to enter the full course title in the field. Schools may use course title to help determine if a course fulfills a particular prerequisite. PharmCAS edits to the course title field are not apparent in any reports.
• COURSE PREFIX AND NUMBER: (e.g., CHEM 101). PharmCAS will verify the correct prefix and number were entered. PharmCAS edits to this field are not apparent in any reports. In the event that a transcript does not provide PharmCAS or the applicant with an official course code or number, the PharmCAS verifier will enter the words “NOT AVAILABLE” into the Prefix and Number field
• GRADE (applicant-reported): Applicants are instructed to list each grade exactly as it appears on the transcript. PharmCAS verifies that the applicant reported the correct grade or designation (e.g. withdrew) as compared to the transcript. PharmCAS will not edit this field. If an applicant entered the wrong grade for the course, PharmCAS will make the correction in the “PharmCAS-Verified Grade” field. Therefore, schools can view an applicant's original grade entry and any corrections made by staff. Grades include numeric grades (e.g., 98), letter-grades (B+), scaled grades (3.5), or other. The “grade” field may include non-graded designations such as “W” (withdrawn), “I” (Incomplete / In-Progress), “P” (pass), and “R” (repeated).
• PHARMCAS-VERIFIED GRADE (Ver. Grade): If the applicant-reported Grade is correct, the verified grade field is blank. If the applicant-reported Grade is wrong, PharmCAS will enter the correct transcript grade in the verified grade field. For instance, the transcript shows a “C” grade in English, but the applicant reported an “A” on the application. In this case, PharmCAS would enter “C” in the PharmCAS-verified grade field. Both the original applicant Grade and PharmCAS-Verified Grade fields are visible to the applicant’s designated pharmacy schools.
• PHARMCAS (CAS) GRADE: The PharmCAS application automatically converts numeric and letter grades to a standardized grading scheme. View the GPA section for the PharmCAS grading scale.
• CREDITS: PharmCAS will not edit this field. If the applicant made an error to the number of credits, PharmCAS will make the correction in the PharmCAS Verified Credits (Ver. Credits) field. See next field.
• VERIFIED CREDITS (Ver. Credits): This field does not appear on the PharmCAS application and is used for verification purposes only. If the applicant-reported Credits are correct, the field is blank. If the applicant-reported credits are wrong, PharmCAS will enter the correct transcript credits in this field. Both the original applicant Grade and PharmCAS-Verified Grade fields are visible to the applicant’s designated programs. If the applicant failed or repeated a course, PharmCAS will try to verify that the applicant properly entered the number of credits ATTEMPTED, regardless of whether the course credits on the transcript or the application are shown as blank, zero “0”, or if were later repeated for a higher grade.
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• CLASSIFICATION (Special Class): PharmCAS will attempt to verify that the applicant properly identified any special classification for each course. Special classifications options are repeated, honors, study abroad, AP, and other test credit. These designations may or may not be apparent on the transcript.
• COURSE SUBJECT: The PharmCAS verifiers must confirm that the applicant has categorized the course in question within the proper course subject area. Courses listed under the wrong subject can result in the miscalculation of the applicant’s PharmCAS GPAs. Course subject categories are listed for guideline purposes only. If staff is uncertain whether a course subject is correct, verifiers default to the applicant’s selection. If, however, an applicant listed all science courses under the “Other Science”, verifiers will attempt to make the correction. See the PharmCAS Course Subject list for guidance.
DISPLAY OF UNVERIFIED COURSEWORK IN WEBADMIT AND PDF
If an applicant makes updates to their coursework after verification but does not indicate that they have finished making changes by re-submitting the application, the changes will appear on the PDF, but not in WebAdMIT. The viewing policy is in place because the PDF is used by both applicants (to review their application) and admissions officers. As such, the PDF shows all coursework edits made by applicants in real-time, so they may preview and print their updated coursework entries before they are finalized or verified by PharmCAS.
COURSE SUBJECT BY GPA
• Science GPA: Biochemistry, Biology & Other Life Sciences, Inorganic Chemistry, Microbiology, Organic Chemistry, Other Science, Physics
• Math GPA: Math
• Non-Science GPA: Computer Science, Economics, English/Literature, Non-Science, Public Speaking, Social/Behavioral Science
TRANSCRIPT VERIFICATION STOPPED DUE TO DISCREPANCIES
There are two major reasons why PharmCAS will stop the transcript verification process for a particular applicant.
1. If PharmCAS staff cannot match most or all coursework from a transcript to the application, PharmCAS may have received or matched the wrong transcript; or the applicant may have failed to properly enter coursework on the application. If the applicant failed to properly enter their coursework, PharmCAS may request another transcript or allow the applicant to edit and resubmit their web application in order to correct the errors. 2. Transfer courses or institutions are listed on transcript, but the applicant did not provide transcript(s) from original institution(s). Applicant is undelivered until all required U.S. transcripts are received. PharmCAS notifies applicant about the missing information and informs applicant of the possibility that staff may “undeliver” his/her application so that the applicant can make the necessary corrections.
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Application is “Undelivered” “Undelivered” applications were previously submitted to PharmCAS but were later electronically returned to the applicant for error correction. Undelivered applications may be edited. An application can be “undelivered” by PharmCAS staff for many reasons including, but not limited to, the following: • High number of applicant errors or omissions in the course history section. • Unreported college(s) attended or courses PharmCAS will NOT “undeliver” an applicant for the following reasons: • Mistakes in any section other than College Courses. • Applicant requests to update courses prior to launch of the Academic Update window. When an application needs to be undelivered, the PharmCAS verifier will: • Place the application on-hold and enters a note in the comments section that explains to the admissions officer(s) the reason for the status change. • Generate an email to the applicant that describes the problems encountered on the application and instructions on how to revise and resubmit the application in a timely manner. • Undeliver the application. • Send an e-mail to alert the applicant that the application has been undelivered. o In the message, applicant is reminded to re-submit application corrections to PharmCAS within 2-business days (PharmCAS encourages applicants to submit edits quickly; however, it does not enforce this deadline.) o Stress that it is the responsibility of the applicant to re-submit the corrected application to PharmCAS in a timely manner. PharmCAS is not responsible for missed deadlines. GRADING SCHEMES
The PharmCAS application automatically assigns the following grades to courses with numeric grading scales, regardless of the letter grade value assigned on the official transcript. Applicants must enter each course grade exactly as it appears on the transcript.
Grade on Transcript PharmCAS Letter Grade 100-90 A 89-80 B 79-70 C 69-60 D >60 F
PharmCAS Letter Grade Grade on Transcript A 4.00-3.80 A- 3.79-3.60 AB 3.59-3.40 B+ 3.39-3.10 B 3.09-2.80 B- 2.79-2.60 BC 2.59-2.40
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C+ 2.39-2.10 C 2.09-1.80 C- 1.79-1.60 DC 1.59-1.40 D+ 1.39-1.10 D 1.09-0.80 D- 0.79-0.60 DE 0.59-0.40 F Less than or equal to 0.39 None Non-graded designations (i.e., P, W, WF, NG, S, CR, NP, NS, U, R, AU, I)
Canadian Grade Conversions Refer to the PharmCAS Applicant Help Center to view Canadian Percentage and Number Grade Conversions.
COURSES AND OTHER ITEMS NOT VERIFIED BY PHARMCAS
PharmCAS makes a concerted effort to verify all courses reported. If PharmCAS cannot convert or decipher a grading scheme for a particular feeder school after contacting the Registrar, the staff marks the credits in the PharmCAS Verified Credit field as .00 so that these courses are not included in the applicant’s PharmCAS official GPAs.
Failed/Repeated Grades – Credits Unknown PharmCAS will include all verified failed and repeated courses in its GPAs. In the event a failed or repeated course appears on a transcript without the credit-hours-attempted shown, PharmCAS will insert the necessary credit hours based on the information for the course that was repeated at a later date.
The Classification field in the College Courses Completed section indicates whether a particular course is "repeated.” If a repeated course grade is missing from the transcript, PharmCAS cannot verify that an applicant failed the course, as opposed to earning a “C” or “D.” Therefore, the grade for the course in question is denoted with a grade of “NG” (No Grade) or “R” (Repeated) and a PharmCAS Grade of “None.” As a result, these courses are excluded from the PharmCAS GPAs.
College Prerequisites PharmCAS cannot verify that an applicant has completed the course or other prerequisites for a particular pharmacy institution. Course prerequisites and admission policies for evaluating course content vary significantly by institution. Programs can choose to enable the Course Prerequisite feature in the Program Materials section of the application, if they wish for applicants to match their courses to the school’s particular prerequisites. Programs are responsible for analyzing all applications carefully to determine which applicants have met their minimum entry requirements.
Narrative (Non-Graded) Transcripts Most U.S. colleges and universities evaluate students’ work with a numeric (e.g., 4.0) or alpha grade (e.g., B+). Some schools evaluate students with a “narrative” – sentences or paragraphs discussing the student’s work. PharmCAS cannot verify narrative transcripts. In the event that these transcripts are submitted to PharmCAS for verification, the transcript is scanned and available in the Documents tab in WebAdMIT. If the applicant has entered the course information into his/her application, all PharmCAS Verified Credit hours are changed to .00 by the PharmCAS verifier so that these courses are not included in the applicant’s
65 Updated August 17, 2021 2021-2022 PharmCAS School Manual official PharmCAS GPAs. The following schools use narrative evaluations completely or partially or have used them during some period of time.
Antioch College New College of the U. of South Florida Bennington College Pacific Oaks College Evergreen State College Prescott College Goddard College Sarah Lawrence College Goshen College SUNY at Purchase Hampshire College University of California – Santa Cruz Hartwick College University of Massachusetts – Boston Lindenwood College University of Minnesota – Twin Cities Nova Scotia College of Art and Design World College West
Foreign Transcripts and Evaluation Reports Applicants can only submit foreign evaluations from WES (World Education Services). Most evaluations from WES will include GPA data, which is available through WebAdMIT, but this data will not be incorporated into the PharmCAS GPA.
Fields NOT Verified PharmCAS can only verify information in the Colleges Attended and Transcript Entry (Coursework) section. PharmCAS staff does not verify other fields in the application, including previous attendance at a health profession program, extracurricular activities, work experience, personal statement, and professional licenses.
DEGREE VERIFICATION
PharmCAS verifies that all degrees reported as earned in the Colleges Attended section of the application also appear on the applicant’s official transcripts. PharmCAS reserves the right to make edits to the application degree fields in order to correct minor typographical errors; however, it is ultimately the applicant’s responsibility to properly enter all degrees on the PharmCAS application. Failure to properly enter degrees may delay an application in processing.
During the Academic Update, PharmCAS verifies any new degrees earned since the application was initially submitted and verified.
Programs should not automatically interpret an unverified degree in the Education tab in WebAdMIT to mean that the applicant entered falsified information. Registrars may not report a degree as earned on a transcript until several weeks after the degree is earned or until the end of the academic year. Programs must contact the applicant or registrar directly if they have questions about the status of a degree. PharmCAS does not conduct investigations on degree status.
QUALITY CONTROL IN VERIFICATION
PharmCAS strives to maintain a high level of quality control throughout the verification cycle. Most verification staff members have previous college admissions experience, and all undergo extensive training preparation at Liaison. The staff meets periodically to discuss any unusual transcripts, problem cases, revised procedures, and common applicant questions.
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If an applicant has questions about a specific file or grade, the representative may get in touch with the staff member who originally verified the application for clarification. If an applicant questions the PharmCAS GPAs, staff re-evaluate the verified courses and, if needed, revise the application to reflect any course corrections. If a revision is made, a comment is entered for the programs specifying what was changed on the application. Revised application files are automatically released to the applicant’s designated programs via WebAdMIT. Applicant inquiries help to ensure that the course information provided by the programs is accurate.
If PharmCAS receives an inquiry from a program, PharmCAS Management works with the verifier who originally reviewed the file to ensure the matter is investigated properly and efficiently. The Manager addresses any possible systemic or individual staff verification concerns. If a verification problem is detected, the applicant’s file is revised to reflect the appropriate corrections. PharmCAS Management may also contact the applicant’s designated programs to provide additional explanation, if deemed necessary.
During the Fall and Spring Academic Update (AU) periods, verifiers review all of the applicant’s newly completed grades, as well as double check courses that were previously verified earlier during the same cycle. This quality control measure helps PharmCAS to identify any possible verification problems missed during the first review before the application is resent to the applicant’s designated programs with updated fall courses and GPAs.
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GPA CALCULATIONS
PharmCAS calculates a standardized GPA to help participating programs evaluate applicants using uniform and consistent criteria, regardless of different institutional transcript policies. The PharmCAS GPAs are automatically generated by the system and are likely to be different from those calculated by the colleges and universities attended due to the PharmCAS grade standardization process. Institutions may choose to use the PharmCAS GPAs or calculate new GPAs for their own institutional use. To calculate a grade-point- average (GPA), PharmCAS determines each applicant’s total number of quality points by multiplying semester hours attempted by the value of the verified PharmCAS grades. Quarter hours and units are converted to semester hours (quarter hours are multiplied by .667). The quality points are divided by the total number of hours for completed courses. PharmCAS reports standardized GPAs in a semester-based 4.0 scale.
PHARMCAS GRADING SCALE
PharmCAS uses the standardized “PharmCAS (converted) Grade” from the Transcript Entry (Coursework) section of the application to calculate a set of GPAs. PharmCAS verifies that the applicant properly entered each original grade from the transcript, as well as properly converted the grade to the standardized PharmCAS letter grade. Each PharmCAS letter grade has a corresponding numeric value.
PharmCAS 4 3.7 3.5 3.3 3 2.7 2.5 2.3 2 1.7 1.5 1.3 1 0.7 0.5 0 Weight
PharmCAS A/ A- AB B+ B B- BC C+ C C- CD D+ D D- DE F Grade A+
GPA SYSTEM RULES The PharmCAS central database automatically performs the following steps when calculating PharmCAS GPAs. Staff does not manually perform these steps, unless otherwise indicated. • If “Quarter,” PharmCAS system will automatically convert quarter hours to semester hours (Quarter Hour x .667). • System attempts to use only verified course data from U.S. and Canadian (English) postsecondary institutions to calculate PharmCAS GPAs. • System includes courses added by transcript verification staff that were not reported by the applicant. • System determines which courses should be included in each sub-GPA above by referring to code in the “Course Subject” field. • Grade value of the course is multiplied by the semester hours for that course. The product of this multiplication equals the quality points. • The following course types are excluded from all PharmCAS GPAs but appear in the applicant’s course history. o AP/CLEP/IB o Incomplete o Audit o Pass/Fail o Deferred o Withdrawn o Inst/Dept Exam
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• Cumulative quality points are divided by the cumulative attempted hours. • All credit hours are rounded to the hundredths place. • PharmCAS GPAs are round at the hundredths place.
Transcript Example:
Course Transcript Credits PharmCAS Calculation Quality Grade Attempted (Converted) Points Grade MATH 1100 4.0 3 A = 4 X 3 12
ENGL 1310 3.0 3 B = 3 X 3 9
GEOL 1610 2.0 4 C = 2 X 4 8
PHED 1000 1.0 3 D = 1 X 3 3
PSCI 1040 0.0 3 F = 0 X 3 0
TOTAL 16 32
GPA Calculation 32 (Quality Points) ÷ by 16 (Credit Hours Attempted) = 2.00 (GPA)
LIST OF PHARMCAS GPAS UNDERGRADUATE “Academic Status” = Freshman, Sophomore, Junior, Senior, Post-BS
• Science Biochemistry, Biology, Inorganic Chemistry, Organic Chemistry, Microbiology, Other Science, Physics • Non-Science English, Other Non-Science, Social/Behavioral Science, Computer Science • Math Math • Cumulative All courses where academic status = undergraduate
GRADUATE “Academic Status” = Graduate Same “Course” subject breakdown as provided for undergraduate GPAs.
PROFESSIONAL “Academic Status” = Professional Same “Course” subject breakdown as provided for undergraduate GPAs.
OVERALL CUMULATIVE All verified and graded courses at undergraduate, graduate, and professional institutions.
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COLLEGE-SPECIFIC PharmCAS GPA for each college attended. GPA may be slightly different than the GPA that appears on the transcript due to the grade standardization process.
BY ACADEMIC STATUS GPAs based on the student’s registration status at the time the courses were taken.
• Freshman • Graduate • Sophomore • Professional • Junior • Post-BS Undergraduate • Senior
COURSE SUBJECT GPAs Course subject GPAs are independent of course level or academic status. GPAs for each of the designated course subjects are included in all courses within the coursework section that have that specific course subject.
• Biochemistry • Organic Chemistry • Biology & Other Life Sciences • Other Science • Inorganic Chemistry • Physics • Mathematics • Social/Behavioral Science • Microbiology
FUTURE ENROLLMENT PLANS
Applicants are queried about their plans for taking courses in Fall 2021 or Spring 2022 and are asked the following questions under “Other Information” in the Personal Information section:
• Are you currently enrolled, or planning to enroll, in any courses in Fall 2021? • Are you currently enrolled, or planning to enroll, in any courses in Spring 2022?
This section is not meant to take the place of entering Planned/In-Progress courses in the Coursework section of the application but gives programs an indication if the student has not filled out all of their Planned/In-Progress courses.
ACADEMIC UPDATE
DESCRIPTION OF FALL ACADEMIC UPDATE
Applicants can only update their course history once during the Fall Academic Update (AU) window. Courses that were originally reported as completed cannot be modified; but new ones may be added.
Once an applicant e-submits the Fall AU to PharmCAS, the applicant's AU status in WebAdMIT changes from "AU in-progress" to "AU submitted." At this point, the unverified fall or spring courses are listed in WebAdMIT. (GPAs are not revised until courses entered during the Fall AU are verified).
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Once the updated transcripts are received and courses are verified during the Fall AU, the applicant’s AU status changes to "AU-verified." PharmCAS then updates the applicant's revised course history and updated GPAs in WebAdMIT.
See also the Fall Transcripts section.
IMPORTANT FALL AU DATES • December 15, 2021: The Fall Academic Update opens. New courses will not be verified until the Academic Update window opens, and the applicant’s initial file is verified. • February 15, 2022: The Fall Academic Update closes.
FALL ACADEMIC UPDATE PROCESS FOR PREVIOUSLY COMPLETE APPLICANTS
1. PharmCAS verifies the initial application file. 2. PharmCAS invites the applicant to complete the AU. 3. Applicant logs into the application and begins the AU. 4. Applicant e-submits the AU to PharmCAS. 5. Unverified fall courses are available to the applicant’s designated programs via WebAdMIT 6. PharmCAS begins verification once the updated transcript is received. a. If fall grades are not on the second transcript, PharmCAS contacts the applicant and the application file will not be processed until the updated transcript is received. b. Once received, PharmCAS generates a new set of GPAs and revised course history for the applicant’s designated programs.
FALL ACADEMIC UPDATE PROCESS FOR NEW APPLICANTS
Below is a description of the procedures PharmCAS follows for those applicants who enter fall courses as “completed,” but the fall courses are missing from the official transcript.
1. Applicant must request a 2nd transcript from registrar’s office. 2. PharmCAS “undelivers” the application. 3. Applicant instructed to delete the fall courses from “completed” section of the application. 4. Applicant re-enters fall courses in the “in-progress/planned” section. 5. Once courses are moved, PharmCAS verifies initial application through end of summer 2021 term. 6. Applicant’s initial application is verified. 7. Applicant invited to begin Academic Update.
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FALL GRADES MISSING FROM UPDATED TRANSCRIPT
In past cycles, applicants often arranged for their updated transcripts to be sent to PharmCAS before the registrar's office posted fall grades. If PharmCAS receives a second (updated) transcript during the Academic Update that is missing fall grades, the applicant must arrange another official transcript to be sent to PharmCAS as soon as the fall grades are posted. PharmCAS will place the applicant's file on hold until the updated transcript is received. The applicants' unverified AU (fall) courses are available to you via WebAdMIT.
Initial Application - No Fall Grades on Transcript If an applicant e-submits a new (initial) application with fall grades entered, but the fall grades are missing from the initial transcript, then PharmCAS will follow the steps below. The purpose of this process is to standardize and expedite the verification of the initial application file, as well as ensure that the program can determine if the applicant has the required fall/spring courses in the "planned/in-progress" coursework section.
• If this scenario occurs outside of the fall AU window, PharmCAS will change the term to in-progress and verify the rest of the application.
• If this scenario occurs during the fall AU window, PharmCAS will ask the student to send an updated transcript and then verify once it is received.
AU STATUS DEFINITIONS
The following statuses appear on WebAdMIT next to any applicant who has begun an Academic Update.
1. AU In-Progress - Any applicant that has been verified and has returned to their application and saved at least one new session or updated at least one course during the Academic Update period. 2. AU Received - Any applicant that has submitted new or updated coursework during the Academic Update period. 3. AU Complete - Applicants that have submitted coursework during the Academic Update period and had their updated transcripts arrive at the CAS for verification. 4. AU Verified - Applicants that have had their updated or new coursework verified by the CAS staff.
AU DEGREE VERIFICATION
As part of the AU verification process, PharmCAS will check to see if any new degrees were earned since the applicant first applied.
REPORTING GRADE CHANGES
If a grade changes on a transcript due to a correction at the registrar’s office, applicants are instructed to follow these steps. (These instructions do not refer to newly completed summer or fall 2021 grades):
1. Notify PharmCAS of the grade change via email. Include the following information: • Applicant’s full name • PharmCAS ID number
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• Name of institution issuing the grade change on transcript • Course title • Course prefix and number • Session year and term for course (e.g., fall 2018) • Original grade on transcript • Revised/corrected grade on transcript 2. Log into PharmCAS application. Print a new PharmCAS Transcript Request Form for the institution issuing the grade change on the transcript. On the form, circle YES next to “Grade Change” 3. Submit the transcript request form to the registrar to arrange for a revised copy of the transcript to be sent to PharmCAS as soon as possible.
GPA REVISIONS SENT TO DEGREE PROGRAMS
PharmCAS calculates a set of GPAs for all newly completed applications. PharmCAS provides programs with an updated set of GPAs after the completion of the fall 2021 term beginning in late-December 2021. PharmCAS sends revised data via WebAdMIT.
SPRING ACADEMIC UPDATE
Accepted applicants are instructed to enter their spring grades on the PharmCAS application beginning on April 15, following the completion of the spring 2022 term. Applicants must enter their spring grades before the 2021-2022 cycle and Spring AU close on June 30, 2022.
It is the applicant’s responsibility to add any new courses completed since their application was first submitted to PharmCAS and to edit any in-progress and planned courses. Courses that were originally reported as completed cannot be modified. Beginning in Spring 2022, PharmCAS will verify spring 2022 grades and generate new GPAs for accepted applicants through the end of the cycle.
Spring 2022 AU Transcripts Accepted applicants are instructed to arrange for their official spring 2022 transcripts to be sent directly to PharmCAS as soon as they are available and before the cycle closes on June 30, 2022. Applicants are notified that if they do not submit updated courses and transcripts in a timely manner, their selected programs may no longer consider them for admission.
PharmCAS will automatically notify all applicants with an Offer Made or Offer Accepted decision codes that they should complete the Spring Academic Update (AU) and send their official spring 2021 transcripts to PharmCAS. However, PharmCAS will verify all spring 2022 coursework and transcripts received from applicants prior to the end of the cycle, regardless of whether the applicant has been accepted by one or more participating programs. If a program would like an applicant who is under review or on a waitlist to also complete the Spring AU, it must communicate this requirement to the applicant directly.
Summer 2022 AU Transcripts Accepted applicants must arrange for summer 2022 transcripts to be sent directly to the pharmacy school (and not to PharmCAS). The PharmCAS 2021-2022 cycle will be closed before summer 2022 transcripts will be available.
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INVESTIGATIONS
TRANSCRIPTS AND APPLICATION DATA
The Service investigates and reports applicants suspected of submitting false or fraudulent information. If any misrepresentation in data is suspected by or reported to PharmCAS, the applicant and the applicant's designated programs are notified, and relevant information is requested. If misrepresentation in data is confirmed, PharmCAS notifies the programs to which the applicant has applied. In addition, on a case-by-case basis, PharmCAS reserves the right to notify all programs participating in the Service. Falsification of data is a violation of the Applicant Code of Conduct, and the violation policies will be put into place if falsification of data is found.
UNPROFESSIONAL BEHAVIOR
Unprofessional behavior cases (e.g. general disrespect, lack of communication with school or college, etc.) should be handled by the school or college. If the case escalates to a point where police or law enforcement are involved, AACP staff should be notified immediately. Should a school or college have any questions or concerns regarding an unprofessional behavior matter, please contact [email protected].
MISSING TRANSCRIPT IDENTIFIED BY AFTER FILE IS VERIFIED
See Verification section.
EVALUATIONS
See Evaluations section.
VIOLATIONS OF THE INTERVIEW NO-SHOW POLICY
Schools and colleges of pharmacy should report any violations of the Interview No-Show Policy to [email protected]. Please include the applicant’s name and PharmCAS ID number.
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WEBADMIT
WebAdMIT is a dynamic tool that provides real-time application data for a particular institution. Programs may use WebAdMIT to view, search, and print data on applications to the institution. The online program allows programs to drill down to detailed application and status information for those applicants who have applied to the program and have submitted a completed application to PharmCAS. Do not release this link (URL) to anyone outside the pharmacy admissions office. The secure portal is accessible at URL: https://pharmcas.webadmit.org
LOGIN INFORMATION
Each PharmCAS institution automatically receives one WebAdMIT username and password. A program may request additional login accounts as needed.
The designated primary contact at your institution will be able to add other users to your WebAdMIT software after logging in by going to the “Admissions Users” link, under the “Management” menu on the left, and clicking on the “New Users” button. Also, the primary contact will be given access to all available programs.
The WebAdMIT Support team is here to help you become more comfortable with the features of the system. They can be reached by phone at 857-304-2020 or by email at [email protected].
WEBADMIT TRAINING
Liaison International offers free, on-demand e-learning modules, live webinars, regional sessions, and a robust knowledgebase to provide users with the knowledge they need to use WebAdMIT. To access, click here. A short inquiry form is required to access these resources.
• WebAdMIT On-Demand Courses o WebAdMIT Level 1 Training: Getting Started o WebAdMIT Level 2 Training: Exploring Reviewing Features o WebAdMIT Configuration Portal Training • WebAdMIT API Documentation • WebAdMIT Help Center
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APPLICANT STATUS CATEGORIES
Below are definitions of the CAS applicant statuses in WebAdMIT.
• In-Progress – Applicants that have expressed an interest in your program but have not submitted their application or paid application fees. Users are able to view or search for these prospective applicants in WebAdMIT, but only contact information is visible. Learn more. • Received – Application has been submitted. Not all required transcripts have arrived, or the fee waiver request has not yet been approved and, therefore, the application is not yet complete or eligible to be verified. School can access the full application for nurturing purposes only. • Complete – Application has been submitted and all required transcripts have arrived and the application is in the transcript verification queue. School can access the full application for nurturing purposes only. • Verified – Application has been submitted and PharmCAS has confirmed the accuracy of the completed coursework and calculated GPAs. Additional materials may be missing (e.g., evaluations). School can access the full application and act on it. • On Hold – Applicants that have been placed on hold by the staff at PharmCAS. Typically, there is a special case that has caused these applicants to require additional review. • Undelivered – Any applicant that has had their application returned by the PharmCAS staff for any reason. Users are able to view or search for these applicants in WebAdMIT but can see limited information. Applicants are given a short window of time to make corrections and re-submit their application. Once the application has been re-submitted, the application re-enters the verification queue.
FULL VIEW IN WEBADMIT
Beginning in the 2021-2022 cycle, PharmCAS schools can view the complete application details of applicants with Received, Complete, and Verified status in WebAdMIT. The full views are intended to facilitate the ability of schools to nurture applicants during every stage of the admissions process. As a result of the move to full views, users will be able to:
• Access all WebAdMIT panels for the school's applicants with Received and Complete status in addition to applicants with Verified status. • View the list of missing official transcripts and evaluations for Received applicants. • Include Received and Complete applicants in counts in both the Designations by Local Status and Designations by Decision Code panels. • Review submitted evaluations and other application details before an application is verified.
Full View Policy for Received and Complete Statuses Schools can only offer interviews and make admission decisions on applicants with Verified status. Schools can only nurture applicants with Received or Complete status, and are not permitted to act on them. Schools that do not comply will be in violation of the PharmCAS institutional participation policy. AACP reserves the right to reinstate the Verified-only view in WebAdMIT in the future, if there are widespread violations of the policy.
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ABOUT IN-PROGRESS APPLICANTS
The PharmCAS application was hosted on the 2.0 (old) application platform in the 2016- 2017 cycle and previous cycles. The program Designation (selection) screen was located at the end of the 2.0 application. This platform forced applicants to deselect any programs they no longer wanted to designate before they clicked the final Submit button. Any applicants who created an account in anticipation of applying during a future cycle typically remained as in-progress for the full cycle. No in-progress applicant data was carried forward. The number of in-progress applicants per school would typically drop later in the cycle as applicants moved to received (submitted) status or unchecked programs on the application. PharmCAS transitioned to the 3X application platform in the 2017-2018 cycle. Liaison’s CAS- wide platform changed applicant behavior for several reasons. Applicants must now select at least one program before they can begin entering their data on the application. The 3X platform also allows applicants to submit their application to each program without deselecting other schools they do not want to apply to at that time for whatever reason. For instance, if an applicant selects four programs, they must click a separate Submit button for each program, rather than click a single button for all. Staff advises that in-progress applicants be considered individuals who have expressed an interest in the program, rather than confirmed applicants in the program’s queue. Now, in-progress applicants can pull selected data forward from the current cycle. As a result, more applicants may opt to create an account a year or more before they are ready to apply. Changes implemented in the 2018-2019 cycle were intended to assist schools with in- progress applicants. For instance, in-progress applicants are unable to hide their name and email address from their designated schools prior to submission. Once submitted, schools can view an applicant's full file via WebAdMIT.
APPLICANTS WHO HAVE E-SUBMITTED ACADEMIC UPDATE
This group consists of applicants who have e-submitted the Academic Update online to PharmCAS. Updated fall or spring transcripts may or may not yet be received. Programs may view the unverified courses for these sets of applicants. Verified course data and updated GPAs for an Academic Update are posted once the revised transcript is reviewed by PharmCAS staff.
SEARCH TOOL
Admissions staff may search application data in WebAdMIT according to multiple criteria. The search results display applicant records in a multi-column list, one applicant per line. To order the list by ID, Applicant or Date e-Submitted, click the corresponding column.
WEBADMIT DATA LAYOUT EXPORT DOCUMENT
The layout of all exportable fields from WebAdMIT is found in the WebAdMIT Data Layout Export document, also known as the data dictionary. The document may change each cycle due to the addition or modification of the web application fields. WebAdMIT is revised each year to be compatible with the new PharmCAS layout. If your program uses a local admissions software/database other than WebAdMIT, a data export may be created for use in your institution’s local database. Be sure to review the data dictionary files each year to make local programming changes to your local database and import routines. To access these files, visit Custom Export Field Layout Files in the Help section of WebAdMIT.
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SHARING OF ADMISSION DECISIONS
It is the responsibility of Admissions Office staff to recruit, evaluate, and enable the acceptance of applicants who plan to matriculate into the professional programs. Admission offices must assess the likelihood that those holding an offer of acceptance will indeed matriculate and determine how many offers should be tendered to fill the class. This can be a difficult and sometimes chaotic task, especially during the summer months and just prior to the first day of classes. With the implementation of PharmCAS, participating programs have the benefit of current, centralized data to better inform their admissions processes.
DECISION CODE REPORTING POLICY
PharmCAS institutions keep admissions decisions up to date at least weekly throughout the admission cycle, so the dynamic “Offers Made” and “Offers Accepted” reports are accurate.
• MARCH 1: All colleges and schools in PharmCAS are strongly encouraged to enter admission decision codes into WebAdMIT by March 1 and on a regular basis, so that the "Competing Offers Made" and "Competing Offers Accepted" reports reflect current and accurate data. Applicants applying to schools participating in the Cooperative Admission Guidelines (CAG) are instructed not to hold multiple acceptances after March 1. While strongly encouraged, not all colleges and schools may enter decision codes in WebAdMIT by March 1 or on a consistent basis for a variety of reasons. Therefore, the "Competing Offers Made" and "Competing Offers Accepted" reports may not always reflect up-to-date information for reasons beyond an applicant's control.
• JUNE 15: All PharmCAS institutions are required to report at least one admission decision to PharmCAS by June 15, for every verified PharmCAS application it receives (due date is subject to change). Programs must report admission decisions via WebAdMIT. Participating institutions are encouraged to update their admissions decision on a dynamic basis, and not wait to set them all on the deadline date.
• SEPTEMBER 30: PharmCAS programs must report final decision and matriculation data by September 30, for those applicants who accepted offers of admission and began classes in the professional program in the fall. Use the matriculated code once the accepted applicant has started classes in the fall. Do not use the matriculation code if an applicant has only accepted an offer of admission, participated in a new student orientation, or registered for classes. The final number of matriculated decision codes entered in WebAdMIT at the end of the cycle should match the number of students enrolled in the entering class.
PHARMCAS DECISION CODES
1. WITHDREW: Applicant withdrew application before a program decision was made. 2. DENIED: Applicant was denied admission to the program. Use code for any applicants who remained in the “None,” “Incomplete/Application Not Reviewed,” or “Wait List” status after classes started and were never accepted or denied by the program. 3. WAIT LIST: Applicant was placed on an alternate list. 4. OFFER MADE: Institution made an offer of admission to the applicant.
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5. OFFER ACCEPTED: Applicant accepted offer of admission. 6. DECLINED OFFER: Applicant did not accept offer of admission. Use code to identify applicants who (a) contacted the school to decline the offer, (b) never responded to the offer, and (c) initially accepted the offer and later declined for any reason before classes started. 7. DEFERRED: Applicant accepted offer for the next enrollment year (2022-2023 only). See also the Deferred Decision Code Policy below. 8. RESCINDED: Institution revoked offer of admission (rare occurrence). Use code for applicants who were initially accepted to the program and later denied due to significant academic issues (e.g., poor grades during the spring term) or egregious conduct (e.g., falsified transcripts). Do NOT use this code for applicants who were unresponsive to an offer of admission. 9. MATRICULATED: Accepted applicant started classes in the professional program. 10. RECEIVED/UNDER REVIEW: Institution is reviewing the application. NOT A FINAL DECISION. 11. INCOMPLETE/APPLICATION NOT REVIEWED: Use this code to reflect PharmCAS verified applicants who failed to meet your supplemental requirements and were not considered for admission. This code is not intended for applicants who withdrew their application at any point during the cycle or were formally denied admission for any reason. For Incomplete/Application Not Reviewed decision code, please use final decision code Denied. 12. WITHDREW AFTER MATRICULATION: Applicant withdrew after classes started. *Final decision codes are noted in RED
Map Local Status to Decision Code Programs should properly map the local status codes in WebAdMIT to the set of PharmCAS admission decision codes shown above. Failure to properly map the data fields will create data errors for the program and other programs with shared applicants.
DEFERRED DECISION CODE POLICY
1. Use the OFFER MADE or OFFER ACCEPTED decision codes for qualified applicants who were accepted to the upcoming entering class (e.g., Fall 2022 entering class for the 2021-2022 admissions cycle) and have not yet started classes. 2. Only use the DEFERRED decision code in WebAdMIT for applicants who meet all of the following criteria: • Were previously accepted for the upcoming entering class, • Have extenuating circumstances that prevent them from enrolling in the upcoming entering class (e.g., pregnancy), • Were granted a one-year deferral by the college/school of pharmacy, and • Are not required to submit any updated application materials beyond what is required for other accepted applicants. 3. Once the next cycle opens, PharmCAS will automatically pull selected data forward for all applicants with the DEFERRED code in the previous cycle into the new WebAdMIT (October 1).
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4. Deferred applicants must not create a new (duplicate) account or apply to additional programs in PharmCAS when the new cycle opens. To minimize the likelihood that your deferred applicants will create a duplicate PharmCAS account, you may wish to require them to confirm their intent to enroll during the next academic year and not create a new account. 5. If you will require your deferred applicants to submit new application materials (e.g., transcripts, PCAT scores, evaluations) beyond what is required for other accepted applicants, PharmCAS considers them to be re-applicants. Use the DECLINED OFFER code in WebAdMIT and instruct them to re-apply via PharmCAS during the next cycle using the re-applicant feature, so they may submit updated materials via PharmCAS at that time (even if they retain deferred or preferred status at the institution). 6. If you grant a deferral to an accepted applicant for more than one academic year, PharmCAS considers them to be re-applicants for the following (or future) cycle. Use the DECLINED OFFER code and instruct them to re-apply via PharmCAS during the admissions cycle before they plan to matriculate (even if they retain deferred or preferred status at the institution).
LIAISON-ASSISTED DEFFERAL PROCESS
The deferred applicant process refers to the transfer of deferred applicant data from one cycle to the next. In prior cycles, this transfer occurred as part of the Transfer Settings process (i.e., WebAdMIT Transfer Settings Deferral Process) in mid-July. However, many PharmCAS programs found this date to be too early. The Liaison-Assisted Deferral Process occurs on October 1 each year and results in deferred applicants appearing in WebAdMIT in the new cycle with an application status of Manual. Schools must use the decision code of Deferred in WebAdMIT by no later than September 30 (and before the deferred data pull on October 1).
What Gets Transferred During the Liaison-assisted Deferral Process? The following application information is transferred forward:
• Personal Information o Biographic Information o Citizenship Information o Contact Information o Race & Ethnicity o Family Information (not applicable to PharmCAS)
• Other Information o Academic History o Standardized Tests o Colleges Attended o High Schools Attended o Coursework o Transcripts o Continuing Education Courses (not applicable to PharmCAS)
• Supporting Information o Experiences o Achievements
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o Licenses/Certifications
What Doesn't Get Transferred During the Liaison-assisted Deferral Process? The following application information is not transferred forward:
• PharmCAS-specific questions (i.e. Academic or Behavioral Infractions) • Program Materials Information (i.e., "fourth quadrant" materials such as Questions, Documents, Prerequisites, etc.) • Document Uploads • Evaluations • Personal Essay • Release Statement Responses
Important Notes • Deferred applicants in the new cycle appear in WebAdMIT with the Unverified tag in the Applicant Header. • If an applicant initiates the re-application process before the Liaison-assisted Deferral Process, Liaison will not add or change any applicant data, even if the applicant decides to reapply with a fresh (i.e., a blank) application. However, Liaison will add the program that the applicant had applied to in the prior cycle with the Manual status. • Deferred applicants are transferred into the new cycle on October 1 with a Local Status of None. • If you download and view the full application PDF in WebAdMIT, the applicant’s status will appear as In-Progress at the top of each page (as opposed to Manual). • GPAs are not carried forward from the previous cycle.
Criminal Background Checks and Deferred Applicants For programs participating in the PharmCAS background check process via Certiphi: If an Offer Accepted applicant is later coded as Deferred during the initial (1st) cycle:
• The initial Offer Accepted code will trigger a Certiphi email to the applicant, even if the code was later changed to the Deferred. • The school must decide whether to instruct the applicant to complete a Certiphi check during the current (1st) cycle. • If NO, instruct the applicant to disregard the background check email from Certiphi and indicate that a background check will be required during the next (2nd) cycle. • If YES, instruct the applicant to still complete the check and indicate whether a second background check will or will not be required during the next (2nd) cycle.
OFFERS MADE AND OFFERS ACCEPTED REPORTS
On a dynamic basis, PharmCAS reports the number of “Offers Made” and “Offers Accepted” but will not report the identity of the competing institutions. Participating programs do not know at that time how many applications an applicant has submitted, whether the applicant was denied admission to another program, or any other admission actions. To view these reports, log into WebAdMIT and select either “Competing Offers Made” or “Competing Offers Accepted.”
The final admission decision reports are not available until the close of the application cycle after students enroll in the fall. Following the close of the application cycle, PharmCAS provides reports with additional information regarding the PharmCAS applicant pool.
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Benefits of Reports By sharing this information, programs can determine whether applicants who have accepted an offer of admission to their institution are also holding an acceptance elsewhere. The “Offers Made” and “Offers Accepted” reports for shared applicants may impact participating programs in additional ways:
1. Encourage admissions staff to frequently report final decisions to PharmCAS. 2. Allow admissions offices to communicate with students who have received or accepted multiple offers of admission at other institutions and do the following: o Provide additional information regarding available financial aid; o Offer assistance with housing opportunities; o Answer institution-specific questions; o Determine if the applicant has violated the CAG; and/or o Encourage individual applicants to make a final decision. 3. Facilitate the admission office’s assessment of the accepter’s likelihood of matriculating in the fall. 4. Provide needed data to justify additional offers of acceptance to ensure a full class.
MATRICULATED ELSEWHERE REPORT
The "Matriculated Elsewhere" report is available on the "Designations by Decision" panel in WebAdMIT. View the dynamic matriculated report in WebAdMIT to determine if any of your applicants have started classes elsewhere.
Remember to only select the matriculated decision code when your accepted applicants start classes in the professional phase of the Pharm.D. program. Do not use the code if an applicant has only accepted an offer of admission, participated in a new student orientation, or registered for classes.
YEAR-END REPORTS
PharmCAS provides comprehensive admission decision data for all verified applicants in late fall after the fall term begins (e.g., October/November 2021 for the fall 2021 entering class). The year-end comparative reports provide total PharmCAS and program-specific applicant data on Gender, Race, Age, Citizenship, State (of residency), Degrees (earned/planned), GPAs, and more. Instructions on pulling these reports from WebAdMIT are emailed to users when the reports are available.
INSTRUCTIONS TO APPLICANTS
On a dynamic basis, PharmCAS institutions will receive reports regarding the number of offers of admission made and number of offers of admission accepted for those applicants the Pharm.D. program shares with another PharmCAS institution. Therefore, your designated PharmCAS programs will know how many offers of admission you have received and how many offers of admission you have accepted at other PharmCAS institutions. PharmCAS institutions will not know how many applications you have submitted. They will also not know whether you were denied admission to another Pharm.D. program or be informed of any other admission actions made by other PharmCAS Pharm.D. programs, except offers of admission made or accepted.
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Accepting Offers of Admission Applicants are encouraged to make a final decision related to their matriculation as soon as possible. It is their responsibility to adhere to any deadlines for acceptances established by the institutions to which they have been offered admission. Applicants should refer to the School Directory on the PharmCAS website for instructions on deadlines, documents, and deposits that may be required to formally accept an offer of admission. PharmCAS Pharm.D. programs may establish their own policies for applicants who have accepted multiple offers of admission and reserve the right to require that accepted applicant formally decline other admission offers before finalizing their own offer. Applicants should contact their selected institutions directly if they have any questions about this policy.
Wait List Policy PharmCAS institutions may continue to make offers of admission to wait-listed applicants after June 1. A Pharm.D. program that has placed an applicant on a wait list will not have access to that applicant’s admission status at other PharmCAS institutions. Wait-listed applicants should contact the appropriate program directly for specific information on that program’s wait list policy.
CENTRALIZED CRIMINAL BACKGROUND CHECK PROGRAM
AACP recommends that all U.S. programs procure a national background check on applicants upon their initial, conditional acceptance to a Pharm.D. program. The rationale for performing criminal background checks on accepted applicants is based on a number of issues, including 1) the need to enhance the safety and well-being of patients and, in so doing, to bolster the public's continuing trust in the pharmacy profession, and 2) to ascertain the ability of accepted applicants to complete their pharmacy education and eventually become licensed pharmacists.
In support of this recommendation, AACP initiated a PharmCAS-facilitated national background check service, through which Certiphi Screening, Inc. (a Vertical Screen® Company) procures a national background report on applicants at the point of acceptance and prevent applicants from paying additional fees at each program to which they are accepted.
Programs who choose to participate will be contacted by Certiphi Screening to choose their background information filters and the timing of the requests to applicants.
To see which PharmCAS programs use the Certiphi Screening Centralized Criminal Background Check Program, please refer to the PharmCAS School Directory.
BACKGROUND CHECK DESCRIPTION
Below is a description of each check conducted by AACP's selected vendor, Certiphi Screening, in support of the AACP centralized criminal background check solution.
Social Security Number Search A search of credit report header data to help confirm the applicant's identifying information such as name, aliases, address(es), Social Security Number and to determine areas of prior residence. County Criminal Records Searches
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A direct search of county courthouse records for any felony or misdemeanor criminal history. All records are researched to help ensure positive identification and complete, easy-to-read details. Statewide Criminal Records Search A search conducted through statewide criminal records repositories or court systems for any felony or misdemeanor criminal history. Federal Criminal Records Search A direct search of federal courthouse records for any felony or misdemeanor criminal history. All records are researched to help ensure positive identification and complete, easy-to-read details. National Criminal Database Search This search is an instant, multi-jurisdiction private database search covering more than 194 million criminal records collected from across the country. All database "hits" are verified directly through the source of information to ensure that records reported are current and up to date. National Sexual Offender Database Search A search of a national private database which contains sex offender data collected from across the country. All records are researched to help ensure positive identification. U.S. Department of Health and Human Services Office of Inspector General List of Excluded Individuals/Entities Search A search of the U.S. Department of Health and Human Services Office of Inspector General List of Excluded Individuals/Entities (LEIE), a database which provides information to the public, healthcare providers, patients, and others relating to parties excluded from participation in the Medicare, Medicaid, and all Federal healthcare programs. Search for Dishonorable Discharge from the Armed Forces Military records are verified through either telephone interviews with the subject's former commander or by obtaining the applicant's DD-214 form. Verification generally includes subject's name, Service Number, rank, dates of service, awards and decorations, and place of entrance and separation. International Screening International criminal records searches are performed where applicable. SanctionsBase Screening A search covering sanctions, disciplinary and administrative actions taken by hundreds of federal and state healthcare regulatory authorities, including FDA, NIH, GSA, OFAC, terrorist watch lists and more.
BACKGROUND CHECK PROCESS
Once an applicant accepts an offer of admission and the school participating in the Certiphi process enters a code of Offer Accepted into WebAdMIT, Certiphi Screening sends an email to the preferred email address of the applicant, as entered in the PharmCAS application. This email provides the applicant with access to a secure, online form by which they provide basic identifying information and consent for this report to be procured. Their consent serves for all programs. They are not asked to provide consent accepting additional offers from participating programs. Please see the rules below.
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• Offer Accepted is the only decision code that triggers the CBC in Certiphi. • Matriculated decision code does not trigger any action in Certiphi. To trigger a CBC in Certiphi, you must first move the student to the “Offer Accepted” code. • Offer Made decision code does not trigger any action in Certiphi. • Deferred does not trigger any action in Certiphi, nor affect a school’s ability to view a check. • Declined Offer, Withdrew, and Rescinded will result in the cancellation of the check. Moving an applicant to a different decision code (other than Declined Offer, Withdrew, or Rescinded) after the check is triggered will not impact viewing or cancellation of the check. See table below.
Offer Accepted Trigger CBC Declined Offer Trigger CANCELLATION Rescinded Trigger CANCELLATION Withdrew Trigger CANCELLATION
Background Check Fee and Waiver Applicants will be charged a $72.70 fee by Certiphi Screening, Inc. The $72.70 fee will also apply to international applicants and domestic applicants who have lived abroad.
Financially disadvantaged applicants who were approved for a PharmCAS application fee waiver will also receive a waiver for the Certiphi CBC. AACP is the only association in partnership with Certiphi Screening to offer a background check fee waiver for financially disadvantaged applicants. (The fixed fee and waiver do not apply to any background checks conducted outside of PharmCAS, nor the Certiphi Drug Testing fee.)
Notification and Applicant Review Once an applicant has provided consent, Certiphi procures a national background check on the applicant (Background Check Details). Once the report is complete, Certiphi sends an email to the applicant requesting that the individual review the report prior to its distribution. Upon receipt of the email:
Applicants have ten (10) calendar days from the date the email was sent to review their report prior to the report being made available to the participating programs who request this report. If an applicant does not review this report, the report will be distributed after this period elapses.
The applicant is provided with an opportunity to contest the accuracy of the contents of the report within the specified ten (10) calendar day period.
Once the applicant has reviewed and released this report, or after the specified ten (10) calendar day period has elapsed, the report procured on the applicant will be made available to the participating program who offered an acceptance and initiated the request for this report.
Privacy The applicant is assured that the report procured during this process will not be released to any party other than the programs requesting this report. The applicant is also made aware that the requesting program will be notified if consent is not provided, and that failure to provide consent may result in failing to meet the requesting program's admissions requirements. The applicant is notified that programs not participating in the PharmCAS
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CENTRALIZED DRUG SCREENING PROGRAM
AACP recommends that all U.S. programs procure a drug screening on applicants upon initial, conditional acceptance to program. The rationale for performing drug screenings on accepted program applicants is based on a number of issues, including 1) the need to enhance the safety and well-being of patients and, in so doing, to bolster the public's continuing trust in the pharmacy profession, and 2) to ascertain the ability of accepted applicants to complete their pharmacy education and eventually become licensed pharmacists.
In support of this recommendation, AACP provides a PharmCAS-facilitated drug screening service, through which Certiphi Screening, Inc. (a Vertical Screen® Company) procures a drug screening report on applicants at the point of acceptance. AACP initiated this service in order to recognize the desire of programs to procure appropriate drug screen reports, and to prevent applicants from paying additional fees at each Pharm.D. program to which they are accepted.
DRUG SCREENING DESCRIPTION
Certiphi uses urine screening methodologies utilizing both laboratory and instant testing technologies. Tests will be performed through Certiphi’s vast pool of more than 8,000 collection sites located throughout the United States and Canada. Once a participating program has offered the applicant admission, Certiphi Screening will send the applicant an email with instructions for completing the drug screen. The email will include a toll-free telephone number to contact with any questions regarding the process. Once a drug screen has been completed, Certiphi will provide the report to the student applicant as well as all programs offering acceptance.
DRUG SCREENING PROCESS
Upon initial, conditional acceptance by a participating program, Certiphi Screening will send an email to the applicant entered on the PharmCAS application. This email will provide the applicant with access to a secure, online form via which they will provide basic identifying information, consent for this report to be procured, and payment of $53.00. The applicant’s consent will serve for all Pharm.D. programs, and they will not be asked to provide consent upon receiving additional, conditional acceptance offers by participating programs.
Once the applicant has provided payment, Certiphi Screening will provide additional instructions on available drug screening collection facilities to be used for specimen collection. Upon report completion Certiphi Screening will send an email to the applicant’s preferred email address notifying them that the drug screening report is complete. A copy of the report will also be provided immediately to the Pharm.D. program(s).
Privacy • The report procured during this process will not be released to any party other than the programs requesting this report.
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• Upon testing by the laboratory, if the specimen is found to be positive for one or more of the drugs tested, the appliant will receive a telephone call from Medical Review Officer (MRO) at Certiphi Screening. The MRO will consult with the applicant and their physician to obtain proof as to why the drug/medication was in their specimen. • If the applicant does not return the call to the MRO within three business days, the report will be delivered as a “positive” drug screen.
This information is not provided to the students: The substances that will be screened are: 10-panel tests for Amphetamines, Cocaine Metabolites, Marijuana Metabolites, Opiates, Phencyclidine, Barbiturates, Benzodiazepines, Methadone, Propoxyphene, MDMA/Ecstasy) + Tramadol, + Oxycontin
To see which PharmCAS schools use the Certiphi Screening Centralized Drug Screening Program, please refer to the PharmCAS School Directory.
PLAGIARISM SOFTWARE
AACP has contracted with iThenticate, formerly Turnitin for Admissions, for the detection of plagiarism in the personal statement section of the PharmCAS application. Students are notified in the instructions, the application, and in the certification statement. Similarity reports are available in the Personal Statement section of WebAdMIT.
By viewing the similarity reports, admissions officers agree to terms of use. Admissions officers agree to exercise independent professional judgment in, and to assume sole and exclusive responsibility for, determining the actual existence of plagiarism in a submitted document with the acknowledgement and understanding that the Similarity Reports are only tools for detecting textual similarities between compared works and do not determine conclusively the existence of plagiarism.
See also Applicant Code of Conduct Violations.
PRIVACY
All data gathered by PharmCAS in the process of providing its centralized application service become, at the close of each processing year, the property of the American Association of Colleges of Pharmacy (AACP). Data gathered by PharmCAS are classified as "Restricted." Restricted data are reported only in aggregate form so as not to divulge student-specific demographic information. Student data are reported in aggregate. To maintain confidentiality, it is the policy of the AACP to not report any average unless more than four values are used to calculate that average. AACP will use this restricted data to perform analysis on the national applicant pool and will use individual applicant information in the analysis but will ensure that data is only reported in the aggregate form so that individual applicants will not be identified.
DATA COLLECTION, PROCESSING, AND DISSEMINATION - PRINCIPLES AND POLICIES
PharmCAS has developed policies to prevent the exposure of truly confidential personal data without the permission of the individual involved, to limit the distribution of sensitive
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Except for AACP aggregate research, directory information and communications with the programs as a part of the application and record keeping process, information about individual students is not shared with anyone in a way which would permit individual identification. Any personally identifiable data submitted by an applicant will be made available to that applicant upon written request.
Information about applicants and students is, of course, disclosed to the programs to which a student applies and/or matriculates. With the exception of monitoring reports related to late multiple acceptances, information submitted to PharmCAS by a program is available only to that program.
PRIVACY, CONFIDENTIALITY AND RELEASE OF DATA
In the application, PharmCAS asks its applicants to consider and authorize the release of data to its participating programs and appropriate pre-health professions advisors. PharmCAS will only discuss an application with the applicant and the applicant's designated programs. Staff will not discuss an application with a parent, spouse, relative, friend, or employer.
Release to Advisors "I hereby authorize PharmCAS to release selected information regarding my pharmacy admission status, as derived from the submission of my application through PharmCAS, to the chief health professions advisor and the health professions advisory committee of the post- secondary institution(s) that I have attended."
Universal Advisor Portal (UAP) Applicants can choose to authorize PharmCAS to release parts of their PharmCAS application and application status to health profession advisors and advisory committees at schools they previously attended, so advisors can better assist them throughout the admissions process. Advisors who are granted access to the UAP are required to agree to the following usage terms: • The Universal Advisor Portal (UAP) provides pre-health profession advisors at degree- granting, undergraduate institutions the ability to use a single login account to access application data about their students who (1) applied via a CAS and (2) authorized the release of application data to advisors at their primary college attended. Rules regarding what data is visible or hidden to advisors during the admissions cycle vary by CAS. • I agree that I am a designated advisor at my institution who is eligible to access the Universal Advisor Portal (UAP) based on the eligibility criteria. I agree not to share my UAP username and password with any individual and will immediately notify [email protected] should my employment status change or I no longer meet the UAP eligibility requirements, as defined. • I agree that the information contained in the UAP will only be used for the purposes of counseling students and compiling aggregate statistics for internal institutional use. I agree not to share any individual, identifiable applicant data or decisions with applicants, health profession programs/schools, or any other outside parties at any point. The only users authorized to disclose applicant data and decisions are applicants and individual health profession programs/schools.
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• I agree not to disclose or share individual applicant data with other individuals or offices at the institution for student recruitment purposes into other programs, unless explicitly granted permission by the student. • I agree to contact the appropriate association/organization and request explicit permission to use individual or aggregate applicant data in the UAP for external research purposes before beginning the research or disseminating any findings in a manuscript/paper or to any entities outside of my institution. I understand that no association/organization is obligated to approve UAP-related research requests and that data use policies and procedures vary by profession.
Release to Programs To complete and submit the PharmCAS application, you must certify the following statement: • “I certify, as required in the application, that I have read and understand all application instructions, including the provisions which note that I am responsible for monitoring and ensuring the progress of my application progress. • I certify that I have read and will abide by all program-specific instructions for my designated Pharm.D. programs. • I certify that all the information and statements I have provided in this application are current, correct, and complete to the best of my knowledge. • I understand that withholding information requested on the PharmCAS application, or giving false information, may be grounds for denial of admission to a pharmacy institution participating in PharmCAS or may be grounds for expulsion from the institution I have been admitted and may prevent me from entering the pharmacy profession. • I give permission to PharmCAS to release any information related to my PharmCAS application to my designated Pharm.D. programs and other education associations. • I acknowledge and agree that my sole remedy in the event of any proved errors or omissions related to the handling or processing of my application by PharmCAS is to obtain a refund of my PharmCAS application fee. • I agree that my admission essays and other materials will be subject to submission for textual similarity review to iThenticate/Turnitin for Admissions for the detection of plagiarism duplication as a potential violation of the PharmCAS Applicant Code of Conduct. • I am aware that all submitted essays and other materials will be included as source documents in the iThenticate/Turnitin for Admissions reference database solely for the purpose of detecting plagiarism of such documents. • In connection with any litigation between or including the parties hereto arising under, out of or relating to the application, I irrevocably consent to the exclusive jurisdiction and venue in the United States District Court for the Eastern District of Virginia, Alexandria Division; furthermore, I agree to pay all of PharmCAS' reasonable and applicable attorneys' fees and costs in the event that I bring any dispute or litigation in connection with, regarding, relating to, arising out of or under the application and PharmCAS prevails or the litigation is dismissed or withdrawn, with or without prejudice.” Your certification of this statement serves the same purpose as a legal signature and is binding.
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INSTITUTIONAL RESPONSIBILITY TO PROTECT APPLICANT DATA
Once a school retrieves applicant data from PharmCAS via WebAdMIT and uses that data outside of the admissions process and PharmCAS systems, then the institution becomes solely responsible for managing its own privacy policies and procedures to protect the data. Once an applicant is enrolled, the PharmCAS ID number and any other PharmCAS data pulled into a student’s record at the institution may also be subject to FERPA protections. To protect all parties, colleges and schools are advised to seek explicit and written permission from their enrolled students to share their PharmCAS ID numbers with any outside entities, as well as create a mechanism for students to opt out.
APPLICANT DEATH PROTOCOL
If a program learns that an applicant passes away, it is encouraged to inform AACP directly via [email protected]. PharmCAS will place the application on hold and an admissions note will be added that states, "We regret to report that this applicant passed away on XX/XX/XXXX." The note will be viewable to all of the applicant’s selected Pharm.D. programs. SECURITY
Security is a priority at PharmCAS. We are committed to protecting the security and confidentiality of your information. We use a combination of state-of-the-art technology and methods to help ensure that your online sessions are secure.
INTERNET SECURITY MEASURES
Any personal information you send to us is scrambled. This technology, called Secure Socket Layers (SSL), protects information you submit or receive through this site. In addition, any sensitive personal information that you send to our website (such as a social security number) is held in a secured environment, protected by tools such as firewalls and/or database field encryption. The technology is designed to make using your personal data and credit card information on the internet is as safe as possible. PharmCAS protects the privacy of your credit card information, name, address, email and all other information you provide us via the online payment process. No representation is made, however, regarding the unconditional security of such submissions.
Independent agencies report there are no recorded instances of someone "breaking" SSL encryption and using credit card information for fraudulent purposes. Statistically speaking, it is safer to submit your credit card information electronically via an SSL site than it is to give your card to a store clerk. SSL technology is so safe that VeriSign, the PharmCAS certifying authority, warrants it against fraudulent use for up to $100,000.
The SSL technology depends on secure Uniform Resource Locators (URLs) that are certified by an authority, such as VeriSign. Secure URLs always begin with "https://" (not "http://"). If you use a browser that recognizes SSL, you will be notified that you are on a secure page. Any information you enter on such a page is encrypted, sent over the Internet in encrypted form, and de-encrypted at our server. If your browser doesn't support SSL technology, you will receive an error message when trying to access our SSL page. If this error occurs, log out of your application and download the most current version of your browser.
Once we receive your credit card information, it is accessible only to designated PharmCAS administrators.
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SHARING SUPPLEMENTAL REQUIREMENTS
Refer to the Sharing Supplemental Requirements with PharmCAS Applicants PDF for more information on setting up this process.
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